Job Description

Payroll Title:
Hiring Salary Range
$21.36 - $22.74 /hour
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Tue-Sat

#117905 Birch Aquarium Administrative Assistant

Filing Deadline: Thu 8/18/2022

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 08/1/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 08/11/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.


A cover letter is required for a complete application.

Birch Aquarium at Scripps is the non-profit public exploration center for world-renowned Scripps Institution of Oceanography at UC San Diego. Perched on a bluff overlooking the Pacific Ocean, the aquarium features more than 60 habitats of fish and invertebrates from the cold waters of the Pacific Northwest to the tropical waters of Mexico and beyond. An interactive museum showcases research discoveries by Scripps scientists on climate, earth and ocean science and features five-dozen interactive elements. Birch Aquarium has an annual attendance of more than 460,000. The aquarium is the largest K-12 ocean science education provider in San Diego County, reaching more than 55,000 school children each year through its on-site and off-site programs.

At the Birch Aquarium at Scripps, we connect understanding to protecting our ocean planet. As the public outreach center for Scripps Institution of Oceanography, UC San Diego, we share the spirit of curiosity that drives Scripps’ global research to understand our planet. We engage people in science and invite them to ask questions, explore, and observe to better understand how our world works - Earth, ocean, atmosphere, and life - and our unique role in our global ecosystem. We use science to guide conservation action to support a healthy, thriving planet where we feel hope for the future and are empowered to make positive change. We connect people with each other, with nature, with science, and with a shared sense of purpose to care for our amazing one-and-only planet Earth.

Our values can be found here:

Job Location: Birch Aquarium is located at 2300 Expedition Way, La Jolla, CA 92037

All Birch Aquarium employees are expected to:
* Have an interest and the ability to work with people of all ages and backgrounds upholding UC San Diego's Principles of Community strengthen by its strategic plan for inclusive excellence (EDI),
* Whenever interacting with guests, provide superior guest service by modeling best guest service practices, standards, and guidelines
* Uphold the Aquarium’s Quality Standards by being Safe, Courteous, Engaging, and Inspiring* Provide interactions that connect guests of all ages to our planet, promote curiosity, and inspire stewardship
* Provide support of all kinds to Aquarium guests and employees
* Have a positive attitude and the ability to be dependable, proactive, resourceful, and flexible.

Under the supervision of the Executive Assistant, the incumbent will be responsible for providing administrative support of day-to-day operations to Birch Aquarium Unit Directors. The incumbent will support a fast-paced work environment, and daily responsibilities shift as needed. The incumbent will assist unit Directors with day-to-day administrative tasks, including scheduling meetings, record keeping, purchasing, travel planning, reimbursements, and preparing financial reports and documents.


  • Two (2) years experience working in an administrative office for a non-profit, institution of higher education or related field.

  • Demonstrated computer skills using PC or Macintosh, Word, Excel, PowerPoint, and Adobe Acrobat.

  • Experience coordinating, maintaining and arranging complex calendars for meetings, events, programs, and appointments. Experience in negotiating and scheduling travel arrangements and completing travel reimbursements.

  • Proven understanding of basic accounting principles. Demonstrated math skills to calculate travel, purchase orders, budgets, etc.

  • Excellent organizational skills; demonstrated ability to work on projects with competing deadlines and to establish goals and workload priorities; flexibility in dealing with people and competing demands.

  • Ability to work as part of a team, collaborating with colleagues; willingness to cooperate with and assist other staff members and business staff members in writing and editing. Strongly service-oriented in attitude and actions.

  • Effective interpersonal skills, including tact, diplomacy, and flexibility. Excellent written and oral communication skills to communicate ideas and issues clearly, concisely, and accurately. Ability to interact effectively with diverse people at all levels within the University and externally to promote positive working relationships and achieve the organization's goals and objectives.

  • Strong analytical and problem-solving skills with ability to analyze situations, identify existing or potential problems, recommend solutions, determine and implement procedures to accomplish effective resolution.


  • Job offer is contingent upon satisfactory clearance based on Background Check results.
  • Must possess and maintain a valid California Driver’s license.
  • Extensive use of computer and office equipment.
  • Communicate via telephone daily in an extremely high volume, busy office with frequent interruptions and distractions.
  • Work schedule Tue - Sat 8:30 am to 5:00 pm.
  • This position has access to and sees confidential information about collective bargaining and grievances.
  • Duties may require direct contact with children (defined as individuals under 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training will be required. Must meet CANRA compliance requirements per California Child Abuse and Neglect Reporting Act ("CANRA," Penal Code sections 11164- 11174.4).

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

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.

The University of California 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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