Job Description

Payroll Title:
Salary Range
Commensurate with Experience
Appointment Type:
Limited Appointment
Appointment Percent:
10 %
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday-Friday, occasional weekends

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

#117598 Administrative Assistant

Initial Review Date: Thu 9/29/2022

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

This position is a limited position with the possibility of extension/career conversion.

Special Selection Applicants: Apply by 08/31/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The EXCITE laboratory, co-directed by Drs. Knight, Yeo, and Laurent, has been established as a rapid translation lab to bring novel discoveries and technologies from research labs into clinical use. The current focus of this lab is to use cutting-edge automation and miniaturization approaches to provide large-scale COVID-19 testing to the San Diego community.

Under the general supervision of the PI, the incumbent coordinates the day-to-day business operations of the lab. Duties include coordinating meetings and special events such as academic talks and sponsored research symposiums; complex travel including coordination with hosting university or governmental agencies and arrangements for all national and international destinations; independently compose and proof a high daily volume of correspondence for the EXCITE lab while coordinating appropriate actions to resolve any issues that arise; maintain all general lab-related files, lab website content, and lab project database; fund raising/development activities support, and personnel matters including faculty and staff recruitment. Create and submission of Human Subjects Research Protection Program study protocols and material transfer agreements enabling collaborations with a wide range of academic and industry partners may be required. Provide planning and support to offer recommendations and ensure resolution for issues that arise in the lab’s operations. Facilitates completion of applications for academic advancement, reports and special projects, and researches and responds to queries regarding complex issues and information. Facilitates training and on-boarding of new administrative personnel and provides ongoing support. Supervise the management, maintenance, and development of the electronic filing systems and coordinate general office duties. All duties require the use of tact, strict confidentiality in the handling of sensitive information, independent judgment, discretion and flexibility.


  • Demonstrated organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.

  • Demonstrated superb interpersonal skills to successfully interact with a variety of people, including high-level executives, civic leaders, and members of the community from diverse cultures and backgrounds. Ability to exercise political acumen and maintain strict confidentiality (in interactions with both internal and external people) concerning work-related information.

  • Proven excellent computer skills, including at least intermediate-level ability with Microsoft Office and Adobe programs. Demonstrated ability to create complex spreadsheets, Word documents and pdf documents.

  • Strong demonstrated experience with complex calendaring, travel, and event planning.

  • Skill in analyzing information, situations, practices, or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.

  • Demonstrated ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Ability to make recommendations or decisions that affect office operations and activities.

  • Demonstrated ability to develop, implement, and maintain computerized and paper record keeping and filing systems.

  • Ability to interpret and disseminate information on a wide variety of complex policies from various organizations.

  • Skill to communicate effectively, diplomatically, and professionally, both orally and in writing.

  • Demonstrated experience with third party programs such as GoTo Meeting, WordPress, EndNote, WebEx and Zoom

  • Experience with assisting with grant document preparation including non-competing and supplemental applications.


  • Knowledge of UCSD Policy and Procedures. Familiarity with UCSD systems, including IFIS, Financial Link, Travel, etc.

  • Demonstrated experience in contract and grant proposal formats, preparation, submission and administration, as well as knowledge of Federal, State and private granting agency regulations.

  • Demonstrated experience with academic review processes to include coordination of academic review file submission, maintaining up-to-date electronic curriculum vitae, bibliography, course review materials and professional materials, ensuring all materials are in the proper format; published articles, book chapters, and abstracts.

  • Experience working in research laboratory and clinical settings.

  • Some technical knowledge in analyzing and coordinate such matters as accounts receivable, accounts payable, and interpretation and application of specific university policies and procedures.

  • Demonstrated experience with the submission of applications for Institutional Review Board (IRB) protocol and Material Transfer Agreements (MTAs) for lab research projects.

  • Demonstrated experience with all stages of the Human Research Protection Program (HRPP) application process.


  • Employment is subject to a criminal background check.

  • Must be able to work regular overtime as needed.

  • Reliable transportation in order to travel to meetings at Rady Children's, UCSD Medical Center (Hillcrest), or Department of Pediatrics Business office.

  • Voluntary completion of identification and EPIC access badging requirements for Rady Children's Hospital.

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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