Job Description

Payroll Title:
Salary Range
Commensurate with Experience
La Jolla
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.

#115138 Front Office Manager - Shiley - Marcos ADRC

Extended Deadline: Wed 6/1/2022

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 03/31/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 04/12/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This posting shall remain open until filled.


Serve as administrative assistant to the Principal Investigator, Core Leaders, and Faculty of the SMADRC as assigned by the Program Director. The incumbent will provide analysis, triage correspondence and telephone calls, prepare financial reports, take minutes, draft, edit and proofread correspondence, schedule meetings and activities, arrange travel, and conduct special projects. Write technical correspondence and presentation materials as requested and assist in the preparation, research, and gathering of materials and information for meetings and events. Responsible for administrative functions in the preparation and submission of various contracts and grants for federal, state and private organizations; Involved with fiscal matters including building internal budgets, financial data analysis, and working closely with the Program Director on monitoring and overseeing lab, clinic, and administrative expenditures; processing philanthropic gifts. Perform various administrative duties including answer phones, greet visitors, compose and edit correspondence, prepare reports, scientific documents, and other written materials. Maintain complex calendar and schedule meetings, academic, and community events.

Establish and maintain office filing systems (manual and computer). Responsible for inventory management, process purchase orders, order office/lab supplies, equipment and furniture, and renew maintenance agreements. Prepare work orders and oversee office and equipment maintenance. Make travel arrangements and process travel advances and reimbursement requests. Work closely with Business Office staff to prepare lab personnel forms, visa requests, academic review documents, postdoctoral appointments, and visiting/volunteerappointments. Creation of standardized procedures for front desk operations and responsibility for training and oversight of student workers assisting in the implementation of those procedures. Edit and submit manuscripts to scientific journals. Engage in other special projects or administrative assistance when needed.


  • Demonstrated experience and proven ability to provide a high level of independent executive, administrative, and fiscal support.

  • Experience working in a networked environment using email, online calendaring and well developed internet navigation skills. Experience learning new office-related software and hardware.

  • Thorough knowledge of agency regulations and procedures for assisting in the preparation/submission of contracts and grants proposals.

  • Strong computer skills and proficient in the use of spreadsheet, database management, and word processing software in a Windows environment.

  • Working knowledge of financial accounting and ability to track expenditures. Experience with a wide variety of travel-related administrative activities including university policies and procedures, tracking systems for meeting expenses, and tracking of persons and materials in transit.

  • Knowledge of on-line financial and personnel systems. Ability to prepare on-line purchase and travel requests.

  • Experience compiling information involving mathematical calculations, and designing reports using appropriate software. Ability to compile, analyze and synthesize data from a variety of sources. Experience in preparation of formal meeting materials

  • Excellent verbal, written, and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population. Ability to effectively compose, edit and proofread letters, memoranda, minutes of meetings, and summary reports with clear and concise expression, proper grammar, style, and punctuation.

  • Effective interpersonal skills including tact, diplomacy and flexibility with the ability to work in a team framework in conjunction with principles of community with staff, professionals, the public, and others. Ability to maintain confidentiality as required.

  • Experience with complex scheduling with ability to prioritize and develop procedures to streamline workload and produce quality work with shifting deadlines and frequent interruptions.

  • Proven experience analyzing problems with ability recommend solutions; identify expenditure patterns, develop reports, and project expenditures.

  • Knowledge of scientific and medical terminology.


  • Bilingual (Spanish/English)


  • Employment is subject to a criminal background check and pre-employment physical.
  • Must be willing to work within close proximity of a research laboratory.
  • Occasional evening and weekend work may be required.

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 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.

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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