Job Description

Payroll Title:
Hiring Salary Range
$51,531.84 - $61,846.56/Year
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
8 hrs/day, Mon-Fri

#118756 EH&S Research Safety Division Assistant

Filing Deadline: Wed 12/7/2022

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

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 will remain open until filled. Initial application deadline: 11/3/2022.

UCSD Layoff from Career Appointment: Apply by 10/25/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/3/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.


Under direction, the EH&S Research Safety Division Assistant provides support for the University’s Research Safety program on behalf of the Research Safety Division Manager, and the EH&S Research Safety Division (RSD). Prepares, organizes, and maintains current written and electronic documentation for all campus research areas that work with biohazardous materials, controlled substances, and/or hazardous chemicals. Assists the RSD Manager in communicating with the campus research community and resolving issues while exercising tact, sensitivity, organizational skills, flexibility, and discretion.

Responsible for scheduling and organizing the Institutional Biosafety Committee (IBC), Lab & Chemical Safety Committee (LCSC), High Containment Laboratory Oversight Committee (HCLOC), Dual Use Research Committee (DURC), and additional RSD-related business meetings. Maintains committee memberships in accordance with NIH guidelines and Resource Management and Planning processes. Composes and publishes minutes for meetings that normally involve detailed, highly technical discussions on research. Tracks action items and requirements from meetings. Serves as RSD's administrative lead for the New PI Orientation and Minors In Laboratories programs' form submission tracking, review and approval processing.

This multi-functional position is accountable for all aspects of office administration for the different teams under the division including, but not limited to, meeting and event planning, catering ordering, coordinating and scheduling meetings, preparing presentation materials, procurement of supplies, equipment and services, providing budgetary and accounts payable support, financial reporting, securing facility access/key control, maintaining office equipment and other administrative tasks as needed. This position will perform special projects as requested, interacting with various levels of management and outside agencies, coordinating, compiling and analyzing information to ensure the efficient and effective functioning of the day-to-day activities for the division.

  • May be required to work overtime.


  • Basic knowledge and understanding of scientific concepts as it relates to research safety.

  • Basic knowledge of general accounting principles.

  • Demonstrated experience using consumer math (arithmetic, solving practical business problems, establishing and working within simple budgets, etc.) in a work environment to process and manage financial transactions.

  • Demonstrated ability to prepare accurate meeting minutes. Ability to proofread and edit correspondence. Knowledge of technical terminology preferred.

  • Advanced computer skills. Demonstrated knowledge of software programs including Microsoft Office suite of applications including Outlook, SharePoint and OneDrive. Demonstrated experience using spreadsheet, database, and presentation software. Ability to manage data in excel spreadsheet and run reports.

  • Demonstrated experience with records and database management of electronic records. Demonstrated ability to maintain clear, accurate, and up-to-date records.

  • Demonstrated ability to follow and suggest improvements to written policies and procedures.

  • Understanding of customer service and quality performance techniques and procedures and the ability to apply them in achieving quality and customer service goals.

  • Demonstrated strong organizational and follow-through skills with experience and abilities to organize and schedule a demanding workload to complete tasks effectively and efficiently. Demonstrated ability to follow-up on past-due paperwork to encourage Principal Investigators and administrators to complete necessary paperwork.

  • Proven ability to work effectively in a constantly changing environment. Ability to change priorities and work on several projects at one time. Ability to organize and prioritize workload to meet deadlines.

  • Demonstrated ability to take initiative and work with minimal supervision. Ability to initiate and plan work from general concepts, and work independently exercising good judgment.

  • Demonstrated ability to communicate clearly and effectively both verbally and in writing to impart health and safety information to a variety of workers with very diverse backgrounds. Ability to communicate with the public in a helpful, effective and informative manner, both in person and by telephone.

  • Demonstrated strong interpersonal skills, including the ability to deal effectively with people in a wide variety of job classifications, including those willing to accept occupational health and safety ideas as well as those opposed.

  • Proven ability to interact effectively with others at all levels and to exercise confidentiality. Ability to develop good working relationships with employees and campus departments. Ability to handle highly confidential matters and material with discretion.

  • Ability to adhere to and model UC San Diego's Principles of Community in all interactions.


  • FBI/DOJ and DMV background checks and clearances required prior to employment.

  • Must possess and maintain a valid California Driver License. May be required to participate in the DMV Pull Notice Program.

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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