Job Description

Payroll Title:
Salary Range
Commensurate with Experience
La Jolla Ambulatory Clinics
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.

#113728 Fiscal and Administrative Support Specialist

Initial Review Date: Fri 1/14/2022

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

UC San Diego current employees who apply by 01/14/22 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.

UCSD Layoff from Career Appointment: Apply by 01/11/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 01/21/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.


Under general direction performs a wide range of duties, including, but not limited to: Financial and administrative management. Analyzing data, producing statistical reports and comprehensive analysis. Account reconciliation, responsible for processing reimbursements, payments, purchase orders, catering requests, travel, MSKUS, POCUS online and onsite course registration reports. Responsible for resolving complex problems with vendors. Participate in fiscal closing activities. Accounts payable and/or accounts receivable.

Manage pre-award grant submission and ensure proper expenditure of grants and contract funds. The preparation, processing, and maintenance of financial and accounting transactions, documents and records. Responsible for the audit and reconciliation of monthly operating ledgers and determines appropriate methods to correct discrepancies, including preparation of encumbrance adjustments, budget adjustment journals, and transfers of funds. The preparation of the department’s 340B FRP annual report, HRSA Allowance for Research Report and other sponsor related reports and invoicing as required. Monitor the Department’s Procurement Cards, purchasing usage, reconciliation, and expense validation. Develops and maintains reports. Assists in tracking payments and invoicing on clinical trials. Responsible for the audit and reconciliation of monthly operating ledgers and determines appropriate methods to correct discrepancies including transfer of funds requests.

Under general direction, develops and/or oversees research proposals, awards, and/or transactions related to contract and grant management and maintains contract and grant records in compliance with policies. Coordinate and oversee the post award accounting and financial administration of funds received from federal and non-federal sponsors.

Serves as liaison between Financial Manager and PI and Health Sciences Controller's Office, Physician's Group, DOM Business Office, and other Campus Central Offices. Prepare salary and expense projections. Provide reports and summaries to HTTC Director, Administrative Director and Finance Manager. Analyze problems, recommend options, and resolve complex problems.


  • Three (3) years recent administrative experience in a healthcare environment or similar setting.

  • Extensive experience in working directly with all key personnel to ensure timely invoicing, revenue, and cost management.

  • Thorough knowledge of financial processes, policies and procedures. Thorough knowledge of financial data management and reporting systems.

  • Proven competence in the use of spreadsheet and database software in financial analysis.

  • Thorough knowledge of University policy and procedures regarding purchasing, returned goods, travel, disbursements, inventory, and contract and grant administration.

  • Highly proficient with Microsoft Office(Excel, PowerPoint, Word,(outlook).

  • Knowledge of medical terminology.

  • Possess the personal characteristics of professionalism, credibility, commitment to high standards, innovation, discriminating judgment and accountability.

  • Have excellent communication skills with the ability to communicate clearly both verbally and in writing.


  • Experience in providing high level administrative support in an institution of higher education or large corporate enterprise.
  • Working knowledge of or familiarity with other UCSD Core administrative computer systems, such as Kuali, UCPath, Concur, and Oracle Financial Preferred.
  • Ability to perform moderately complex financial analysis and customized reporting.
  • Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.
  • Knowledge of applicable federal, state, local, sponsor and institutional regulations, policies and guidelines.


  • Must be able to work various hours and locations (including weekends and evenings) based on business needs.
  • Employment is subject to a criminal background check and pre-employment physical.

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

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and and dozens of outpatient clinics. 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.

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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