Job Description

Payroll Title:
Hiring Pay Scale
$16.24 - $32.07 / Hour
La Jolla
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday - Friday

#119613 Fiscal and Division Assistant - Hybrid/Remote

Extended Deadline: Wed 4/5/2023

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

UCSD Layoff from Career Appointment: Apply by 11/14/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/22/2022. 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 in La Jolla (1-2 days per week onsite) and remote.

Placement within the salary range is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).


The Department of Surgery is one of the largest departments in the School of Medicine and is comprised of more than 115 full time faculty members, 220 voluntary faculty members, 20 physicians employed on MSP agreements, 25 doctors employed by the VA or other facilities, 77 accredited and 13 non-accredited trainees and >125 career staff. Activities are organized in 10 subspecialty divisions. Annual expenditures across the Department total over $66.5M with a research portfolio of over $20M. Surgery is a target for aggressive growth in the Health System clinical strategic plan. The Department houses the Center for the Future of Surgery, a unique educational and research unit that to date has trained over 20,000 unique learners.

Under the supervision of the Administrative Division Director, the Fiscal and Division Assistant (FDA) will provide fiscal assistance for the Surgery Business Office and administrative assistance and general office support to the Division of Surgical Sciences (DSS). The FDA will support the Surgery Business Office with fiscal support, such as monthly reporting, expense reconciliations, processing direct retros, adjustment journals, and transfers of funds. The FDA will also support DSS with administrative tasks, such as calendar assistance, expense report processing, reimbursements, and travel arrangements.

In support of the Surgery Business Office, incumbent learns to develop and maintain ad hoc systems and databases to be used in facilitating the management of funds and operations within the Department. Assists in the reconciliation of monthly expenses to ensure correct alignment of division, research, grant, and other funds across the Department. Assists in fiscal close processes. In support of DSS, provides administrative support for faculty, including organizing meetings, conferences and travel, assisting with expenses, and maintaining calendars, as required. Maintain confidential personnel files for the assigned faculty.


  • Ability to work independently. Ability to independently gather information, follow up on projects, and solve problems creatively.

  • Intermediate proficiency using excel for financial analysis, fiscal management, and financial reports.

  • Working knowledge of basic accounting principles.

  • Basic knowledge of finance policies, practices, and systems.

  • Demonstrated knowledge in Microsoft Word, Excel and PowerPoint.

  • Experience with personal computers (MAC is a plus) and general office equipment.

  • Demonstrated ability to compose correspondence using proper grammatical and business formats. Excellent English grammar and writing skills; ability to effectively proofread own work.

  • Skill to communicate professionally and effectively with a diverse population of all levels of organization in person, over the telephone and in writing. Ability to use diplomacy, tact, and discretion in all interactions.

  • Proven skills to prioritize and pace multiple and complex responsibilities on several projects simultaneously, while meeting changing deadlines.

  • Ability to work effectively with frequent interruptions, fluctuations in workload and ever-changing priorities in a complex environment.

  • Proven ability to work independently and follow through on assignments with accuracy and attention to detail. Requires good problem solving skills and ability to exercise good judgment.


  • Knowledge of UC policies and procedures relating to purchasing, travel and disbursements.


  • Employment is subject to a criminal background check.

Pay Transparency Act

Annual Full Pay Range: $33,900 - $66,962 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $16.24 - $32.07

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Apply Online