Job Description

Payroll Title:
Hiring Salary Range
$26.16 - $30.70 / Hour
Hybrid Remote
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon - Fri

#121079 OCGA Program and Operational Assistant (Hybrid)

Filing Deadline: Wed 2/1/2023

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 1/23/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 2/1/23. Eligible Special Selection clients should contact their Disability Counselor for assistance. 1/21/23


The Office of Contract & Grant Administration (OCGA) Program and Operational Assistant serves as the Executive Assistant for the Assistant Vice Chancellor and the OCGA Leadership team. This position is also responsible for Fiscal, Events and Travel administration and overall general office administration duties for OCGA.

The OCGA Office Assistant shall demonstrate the highest level of professionalism, attention to detail, prioritization of duties, sound judgment and customer service. The position will be broadly familiar with OCGA and related sponsored research functions, responsibilities, systems and operations such that they can provide effective customer service for a dynamic, high-paced operation. Duties include positive relations for a diverse range of clients in a professional manner, resolving problems based on interpretation of established University policies and procedures, and in conformance with University Principles of Community.

This administrative position is the sole administrative support position in OCGA for 6 executive leaders and 60 staff. Incumbent must maintain confidentiality and practice discretion.

The Office of Contract & Grant Administration at University of California, San Diego, is committed to actively promoting our Principles of Community and continually advancing equity, diversity, and inclusion within all levels of our organization. In line with the goals of UC San Diego’s Strategic Plan for Inclusive Excellence supporting a diverse faculty, staff, and student body and fostering a positive and welcome climate where all are valued, we strongly encourage candidates from underrepresented communities to apply.


  • General knowledge of Federal laws, Research Administration Operating Procedures, Kuali Research Enterprise system and local guidelines.

  • Administrative assistant experience in an executive office environment providing administrative support for executive and senior administrators.

  • Excellent interpersonal customer service skills to develop and maintain effective working relationships with a multi-cultural, diverse group consisting of departmental administrative staff, faculty and other researchers and sponsor/agency personnel.

  • Excellent oral and written communications skills. Ability to communicate clearly and effectively on the telephone and in person, demonstrating tact and flexibility.

  • Advanced experience in planning, scheduling and organizing meetings and conferences.

  • Ability to maintain strict confidentiality. Demonstrated experience in utilizing good judgement and discretion when working with a variety of sensitive issues or highly confidential information.

  • Excellent ability to set priorities and organize work in order to accomplish tasks in a fast-paced environment with frequent interruptions and constantly-changing priorities.

  • Experience using Microsoft Office (Excel, Word, Outlook, PowerPoint), Visio, Adobe Acrobat, and other office management systems.

  • Proven experience in making travel arrangements and utilizing institutional travel support tools and systems.

  • Excellent ability to develop and maintain accurate and effective organizational/filing systems (both paper and electronic, including document management system) for rapid retrieval by self and other staff.

  • Experience thoroughly completing forms and reviewing for accuracy.

  • Strong organizational skills/ability to work independently, prioritize tasks, organize time efficiently, judge information, meet deadlines, and to initiate/track routine independent short and long-range projects to completion. Strong attention to detail.

  • Demonstrated ability and flexibility to work efficiently in a team-oriented environment.

  • Excellent skill to compose, proofread, edit and finalize correspondence, memos, and reports; type with reasonable speed and accuracy. Knowledge of proper format/styles for correspondence, forms and other documents. Use of correct English grammar, spelling and punctuation.

  • Skill in analyzing information, situations, practices, or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.

  • Previous experience as a self-motivator with ability to independently initiate and perform tasks with minimal supervision.

  • Proven ability to be flexible and effective when dealing with changing priorities and frequent interruptions.


  • U.S. person status is required for this position in order to comply with the Arms Export Control and Export Administration Act. U.S. persons are U.S. citizens, legal permanent residents as defined by 8 U.S.C. 1101(a)(20) or protected individuals as defined by 8 U.S.C. 1324b(a)(3).

  • Job offer is contingent upon satisfactory clearance based on Background Check results.

Pay Transparency Act Full Salary Range: $40,700 - $78,258 Annually

The University of California, San Diego is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Expected Pay Scale. Placement within the Expected Pay Scale is determined by internal equity, relevant qualifications, 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).

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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