Job Description

Payroll Title:
PSYCHIATRY/Substance Abuse
Salary Range
Commensurate with Experience
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, Variable

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

#118876 Administrative Assistant

Filing Deadline: Thu 10/6/2022

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 09/27/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/06/2022. 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 on campus and remote.


UCSD Department of Psychiatry is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, cutting-edge research, and state-of-the-art clinical services. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

The Center for Criminality & Addiction Research, Training & Application (CCARTA) is devoted to work force competence in addiction and mental health services by bringing research to practice. Our efforts are designed to support those working in various capacities within recovery-oriented systems of care, by way of training, curriculum development, technical assistance, continuous quality improvement, program needs assessment, specialized symposia, and team-building strategies. We work with entry-level practitioners, supervisors, faculty, agencies, and legislators toward increasing access to quality care and improving treatment outcomes. In addition to overcoming the stigma of addiction, we aim to build a culturally competent work force, including effective leaders, capable of delivering gender- and age-responsive treatment to clients who may also have co-occurring disorders or physical, sensory, developmental and cognitive disabilities.

Under the direction of the Director, the Administrative Assistant will be responsible for support of training delivery and assessments. Arranges and reconciles travel, secures training and meeting space; performs administrative duties, calendaring, all purchasing transactions (including placing orders, processing reimbursements and reviewing invoices for timely payments), records and backup documents (i.e. ledgers transaction receipts, correspondence, etc.); handles outgoing mail processes and performs miscellaneous office duties including copying, faxing, and filing of project materials, and assists with special projects. The incumbent maintains all office equipment and submits service requests for IT support. Maintains sensitive and confidential information in electronic and paper form.


  • Experience at mid-level administrative support and ability to represent the program in a highly professional and positive light to all contacts.

  • Proven ability to perform basic accounting functions such as assisting with preparing fund reports and processing invoices.

  • Demonstrated experience monitoring financial ledgers and auditing financial data.

  • Ability to analyze and prepare budgets, identify spending patterns, and project future expenditures based on computer data.

  • Proficient skills and experience using web-based technologies, spreadsheets, databases and word processing software, including Microsoft Word, Excel, Outlook, PowerPoint.

  • Ability to use computers to setup Excel spreadsheets with formulas, enter/retrieve data on database systems and prepare letters and forms with word processing.

  • Demonstrated skill in communicating effectively with a variety of people by phone, electronically and in person, exhibiting excellent interpersonal skills.

  • Experience writing clear and accurate correspondence and assisting in the preparation of manuscripts, including close attention to detail, correct spelling and proper usage of grammar with ability to proofread own work.

  • Ability to gather, compile, and verify information/data for project curriculum and reports with accuracy and attention to detail.

  • Experience in scheduling travel arrangements, reconciling travel reports, and completing travel reimbursements.

  • Demonstrated administrative skills including maintaining calendars, scheduling meetings and conferences, answering phones, and organizing and maintaining files.

  • General knowledge of or experience with grant proposal preparation.


  • Knowledge of UCSD policies and procedures as well as systems (e.g., FinancialLink, Marketplace, MyTravel, MyEvents) for processing reimbursements, payments, electronic travel vouchers and advances, purchase orders and requisitions, check requests, and campus recharges.


  • Employment is subject to a criminal background check.
  • Must be able to work overtime in the evening or during the weekend as needed.

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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