Job Description

Payroll Title:
MEDICINE/Regenerative Medicine
Hiring Pay Scale
$40,700.00 - $59,479.12 / Year
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 4 hrs/day, Monday-Friday

#119533 Research Administrative Assistant

Filing Deadline: Tue 3/28/2023

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 10/21/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/01/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Department of Medicine is responsible for fulfilling the teaching, research, and clinical missions of the University of California, San Diego and employs 486+ full-time salaried faculty members and 100+ academic appointees. Staff personnel include 600+ staff in 9 bargaining units, students, and volunteers. There are 250 clinical faculty practicing at multiple sites and hospitals.

Under supervision, the Research Administrative Assistant will provide administrative support to the Chief of the Division of Regenerative Medicine/Professor of Medicine. The Research Administrative Assistant will be responsible for various aspects of administration including but not limited to scheduling of meetings and events, laboratory operations, pre- and post-award contracts and grants development to support to Principal Investigator (PI) and research team, recruitment visits, fund raising, travel, and general communication and organization for the PI. The Research Administrative Assistant will also be responsible for management of the laboratory website, and provide comprehensive customer service, and daily operational support. He/She will manage and maintain records and proper documentation of laboratory fiscal transactions, coordinate budget and grant document preparation and provide administrative support for the annual symposia and other events geared to build relationships with the regenerative medicine and cancer stem cell community. He/She will provide other administrative support as needed, including copying, faxing, and filing of administrative materials.


  • Experience with coordinating, maintaining and arranging complex calendars for meetings, events, programs, and appointments. Experience in negotiating and scheduling travel arrangements and completing travel reimbursements.

  • Experience in contract and grant development and reporting, including federal grants. Experience with NIH and other grant organizations, procedures, guidelines and regulations, including researching potential funding sources.

  • Effective interpersonal skills, including tact, diplomacy and flexibility, with the ability to interact effectively with a diverse group.

  • Experience working with Material Transfer Agreements (MTAs) and Confidentiality Agreements (CDAs), and submitting appropriate documentation as required.

  • Experience assisting with reimbursement processes in Concur.

  • Strong ability to write clear and accurate correspondence and assist in the preparation of manuscripts, including close attention to detail, correct spelling and proper usage of grammar with ability to proofread own work.

  • Superior computer skills including word processing, spreadsheet, and presentation software and applications. Demonstrated ability to navigate and utilize electronic mail systems and the internet. Knowledge of MS Word, Excel, Power Point, Endnote database, Website design, Acrobat Suite, Scanning. Experience in developing and maintaining various spreadsheets and databases. Experience in using a computer to design graphs, tables, charts, and other scientific data. Efficient and accurate data and typing entry skills.

  • Experience assisting with promotional materials, such as preparing brochures, advertisements, pamphlets, etc. for distribution.

  • Experience conducting and recording presentations.

  • Experience with website design, HTML, and Photoshop.

  • Experience taking meeting minutes and producing written documentation for distribution.

  • Strong communication skills, to communicate clearly and effectively on the phone, via email, and in person with individuals of diverse educational levels and cultural backgrounds.

  • Experience with disbursement processes and procedures. Experience reconciling accounts and ledgers.

  • Demonstrated understanding of basic accounting principles. Demonstrated math skills to calculate travel, purchase orders, etc.


  • Experience following Office of Contracts and Grants Administration (OCGA) policies and procedures regarding coordination and submission of MTAs and CDAs.


  • Employment is subject to a criminal background check.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $78,258 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $37.48

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

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