Job Description

Payroll Title:
Salary Range
Commensurate with Experience
La Jolla Medical Center
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.

#113048 Research Executive Assistant

Extended Deadline: Tue 5/31/2022

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 11/22/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/02/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.


UCSD Department of Radiology is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, leading-edge research, and state-of-the-art services for clinical and translational studies. The department is committed to offering a dynamic learning environment and growth opportunities to its talented and dedicated employees.

Under general supervision of the Administrative Support Supervisor, serve as Executive Assistant to the Department of Radiology. Incumbent serves as Executive Assistant to Department of Radiology faculty. Incumbent is responsible for performing a wide variety of executive-level administrative support for Radiology faculty, as well as provide administrative support to the co-directors of the T32 Program with the T32 grant submission and research residents. Incumbent will perform administrative transactions including independently analyzing problems and resolving business issues, and providing direction and/or information as required.

Provide high-level assistance through collection, maintenance, and coordination of academic personnel documentation; maintain updated electronic Curriculum Vitae, Biosketch, and other documents required for the submission of the file. Assist faculty with the submissions of grants, manuscripts, books, book chapters, and other related research materials.

The incumbent will also develop and coordinate calendars for assigned faculty; set up appointments with patients/subjects and/or visitors; draft proofread and disseminate correspondence including letters of recommendation. Transcribe meeting minutes using medical terminology. Set up and coordinate meetings/symposiums including the design and preparation of PowerPoint presentations. Coordinate travel arrangements, process travel reimbursements, payment authorizations, and generate high and low value purchase orders online.

Perform other duties as assigned.


  • Experience with providing full range of high-level independent executive administrative support combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize office functions.

  • Excellent interpersonal communication skills. Ability to communicate in a clear, logic, and concise manner and with tact and diplomacy. Experience in effectively communicating by telephone, in person, or in writing, with a diverse cross-section of individuals at all levels, inside and outside of the University.

  • Ability to accurately and rapidly review and process a large volume of materials dealing with a broad spectrum of issues, and proven skills to independently research, compile organize, interpret and select data and materials from various sources.

  • Experience to coordinate meetings and events, and travel arrangements (including developing/preparing complex itineraries, etc.).

  • Proven experience to prepare grant proposals and related materials.

  • Advanced knowledge of computer processing software, including Word, Access, Excel, PowerPoint, Adobe Acrobat, and utilizing web-based applications and the internet. Strong demonstrated experience with typing/word processing to prepare correspondence, reports, and spreadsheets.

  • Demonstrated ability to analyze expenditures and recognize trends.

  • Experience in general accounting, bookkeeping, verifying balances and expenses on accounts in relation to fund administration.

  • Knowledge of and ability to apply and interpret regulations and guidelines for various funding sources.

  • Demonstrated knowledge of medical terminology.


  • Working knowledge of UCSD policies and procedures regarding purchasing.
  • Familiarity with UCSD Internal Audit requirements.
  • Experience utilizing UCSD systems (e.g., IFIS, PPS, Financial Link, Travel Link, Employee Link) to develop and generate monthly financial reports.
  • Knowledge of training grants, guidelines, policies, and procedures.
  • Excellent ability to organize/prioritize workload effectively to meet deadlines in an environment with multiple interruptions and changing priorities. Meticulous attention to detail.


  • Employment is subject to a criminal background check.
  • Must be willing to work at various UCSD locations.
  • Overtime 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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