Job Description

Payroll Title:
Salary Range
Commensurate with Experience
East Campus
Appointment Type:
Appointment Percent:
CX Contract
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.

#118890 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.

Current UC San Diego Health employees who apply by 09/30/2022 will have priority consideration for this position. Recruiters will refer qualified internal candidates after the first 7 days of the job posting. All qualified external applicants and additional internal applicants who apply after the priority date may have further consideration pending the results of the initial review.


Responsible for the administration, organization and management of a large research lab. Organize meetings, conferences, and maintain a complex calendar for the Director. Function as the division personnel contact and academic personnel program coordinator. Utilizing a thorough knowledge of the Director’s laboratory and research activities, independently respond to a variety of requests and disseminate information through excellent interpersonal communications skills, telephone and electronic communications. Attend meetings, compile, prepare and disburse meeting materials, reports and ensure follow-up materials are recorded, disbursed and filed accordingly. Prepare grant materials for submission to federal state and private agencies. Coordinate purchasing and inventory activities for the Director’s laboratory. Arrange travel, itineraries and reimbursement.

Utilize the University’s financial systems as appropriate for financial actions such as establishment of purchase orders, travel events, and reimbursement items. Function independently exercising professional judgement, and maintain confidential information. Interact routinely with the Director’s staff concerning a variety of topics relevant to those venues within the Director’s research. Maintain Center websites. Work closely with the central offices to effectively strategize and implement the Director’s objectives.


  • Demonstrated executive-level administrative skills; the ability to determine priorities/organize tasks while working with parallel projects/multiple deadlines.

  • Excellent communication skills, both written and verbal, a friendly demeanor, and an orientation towards providing strong customer service to patients, faculty and staff.

  • Proven experience managing a complex calendar. Proven experience to coordinate meetings, conferences and workshops.

  • Extensive computer experience with various software packages to include Word, Excel, Power Point, Adobe Acrobat Writer.

  • Demonstrated experience with New Innovations software.

  • Excellent knowledge of English grammar, spelling, punctuation and sentence structure.Demonstrated skill in independently composing correspondence.

  • Knowledge of Medical Staff credentialing.

  • Strong critical-thinking skills and a proven ability to evaluate situations, present pros/cons and make recommendations/decisions.

  • Proven experience making domestic and international travel arrangements.

  • Knowledge of policies/procedures for preparing academic review files, annual supplements, and bibliographies.


  • Ability in using Financiallink, Travellink, Payment Authorization, Express Cards, GroupWise.
  • Knowledge of UC policies and procedures to include purchasing regulations and procedures.


  • Employment is subject to a criminal background check.

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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