Job Description

Payroll Title:
Salary Range
Commensurate with Experience
La Jolla
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday-Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.

#118527 ACTRI Operations Specialist - Hybrid/Remote

Initial Review Date: Thu 9/15/2022

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 09/07/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 09/15/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of working both onsite at ACTRI in La Jolla and remote.


The Altman Clinical and Translational Research Institute (ACTRI) an organized research unit at UCSD, was established to provide education, training and infrastructure for clinical research in the San Diego area. It encompasses four hospital systems, two universities and four biomedical research organizations. It receives partial funding from a Clinical and Translational Science Award (CTSA) from the NIH, National Center for Advancing Translational Science.

The ACTRI Operations Specialist role encompasses managing, in partnership with Health Sciences, Health, and Campus partners, the full scope of operations functions for the ACTRI and clinical research administration areas. Manages a portfolio of requests in university systems to support the ACTRI with operational duties and strategic hiring objectives, and develops strong working relationships with key personnel to execute efficiently. Actively participates in procedure analysis and development of department policies and processes. Design, develop, and implement policies and procedures that address compliance with UC, Health Sciences, Medical Center, and Federal guidelines. Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope. Other duties as assigned.


  • Seven (7) years of related experience, education/training, OR a Bachelor’s degree in related area plus three (3) years of related experience/training.

  • Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Ability to clearly and concisely communicate ideas, thoughts, complex problems, policies and position statements.

  • Ability to write for the signature of divisional leadership when needed (Chairs, Dean, etc.).

  • Strong demonstrated experience in implementing and adhering to State contracts.

  • Experience with a broad scope of complex academic and staff personnel issues related functions, laws, and best practices including, but not limited to, employee relations, recruitment, retention, evaluations, terminations/layoffs and affirmative action. Skill to identify trends anticipate future effects of proposed or actual actions and recommend changes if required.

  • Proven ability to provide oversight to a high-volume, production-oriented administrative unit with the ability to identify and coordinate resources to effectively handle assignments.

  • Ability to provide training and work direction to unit staff and make recommendations for performance evaluation, outside training or other staff development as needed.

  • Experience in budget analysis and financial forecasting; familiarity with and ability to interpret, government agency regulations; strong budgetary, financial management, and analytical skills; ability to analyze expenditures, recognize trends, and support budgetary adjustments.

  • Demonstrated initiative and problem-solving skills to attain a resolution of financial inconsistencies and errors; proven ability to analyze current problems and make recommendations for global policy changes, in order to avoid recurrence of such problems; and to forecast and anticipate funding shortfalls, overdrafts, errors, and potential audit concerns, make adjustments as necessary.

  • Knowledge of University policies and procedures relating to contracts and grants and accounting.

  • Proven ability to analyze and interpret which policies and procedures apply to a given situation.

  • Demonstrated experience in the financial management of contract proposals, business/service contracts, subcontracts, and other documents.

  • Strong portfolio of interpersonal skills: the ability to interact with tact, diplomacy, and sensitivity. Ability to maintain strict confidentiality and discretion in the use of information at all times.

  • Proven ability to develop, deliver and assess adult training programs using a variety of instructional methods and resources and coach employees on organizational values. Demonstrated Skills and knowledge in event planning contracts to include; the management of all aspects of arranging accommodations, meeting rooms, inviting and confirming state and national participants, making travel plans, and expense/funding reimbursements.

  • Schedule meetings, arrange phone conferences, coordinate meeting room reservations, confirm attendance, and independently gather relevant background materials for meetings.

  • User-level knowledge of IFIS, AccessLink, EmployeeLink, FinancialLink, TravelLink, Blink, PPS, or equivalent programs.

  • Expert knowledge of UCSD policies and procedures, including the willingness to understand, explain and enforce these policies when required. Strong demonstrated experience in staff selection, supervision and professional development.


  • Employment is subject to a criminal background check.

  • Must be able to work various hours and locations based on business needs.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

Application Instructions

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