Job Description
Payroll Title:
BLANK AST 3 Department:
School of Public Health Hiring Pay Scale
$19.49 - $40.85 / Hour Worksite:
Greenwich Drive Appointment Type:
Limited Appointment Appointment Percent:
40% Union:
CX Contract Total Openings:
1 Work Schedule:
Days, 8 hour shifts, Monday - Friday
#135321 Administrative Assistant- Hybrid Filing Deadline: Fri 5/23/2025 Apply Now
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. This position is a contract/limited position with the possibility of extension/career conversion. UCSD Layoff from Career Appointment : Apply by 5/13/2025 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants : Apply by 5/23/2025. 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 at Campus and remote. DESCRIPTION The Herbert Wertheim School of Public Health and Human Longevity Science is dedicated to creating and promoting public health innovations to advance equity, justice, and wellbeing for all. The School focuses on health, diversity, inclusion, and social equity in everything we do. We believe this starts in the workplace, where we actively strive to ensure a sense of belonging for everyone and honor the idea that through our differences, we are better together. In working to fulfill that vision, we are comprised of more than 125 primary appointed faculty and academics, 200 staff members, and 25 secondary appointed faculty and provide mentorship and instruction to 700+ BSPH undergraduate major students and 225+ postgraduate students across six degree programs as well as a clinical residency. We conduct research and instruction in public health disciplines such as Biostatistics and Bioinformatics, Climate & Environmental Health, Community Health Services & Preventive Medicine, Epidemiology, Global Health, Health Behavior, Health Equity & Justice, Health Policy, Public Mental Health & Substance Use, and Technology & Precision Health, totaling ~$125M in grants and contracts and house five research service cores. We engage in research and teaching collaborations across the University and the community at-large. Partnerships with the community and with health agencies are fundamental to the School.
The UC San Diego Health Services Research Center (HSRC) has been providing a comprehensive variety of research services since 1991 to academia, corporations, and individuals worldwide. HSRC's mission is to support research focused on understanding how clinical and treatment services affect health outcomes. The center brings together experts in the fields of health outcomes, program evaluation, quality of life measurement, mental health, and medical research informatics, providing the infrastructure for clinical and academic research and program/performance evaluation studies.
The Administrative Assistant position will be working in a highly diverse and growing research center in the School of Public Health, providing center-wide administrative support for the Center Director, project directors, and research staff. The assistant will be responsible for center financial tasks such as purchasing, invoicing, and reconciliation, liaising with departmental business officers. Schedule and coordinate logistics for meetings and conferences, setting up and reconciling related travel expenses. Maintain electronic and paper filing systems, keeping them updated and organized. Type, format, and edit materials for grant submissions, research reports, and business-related communications. Prepare and track clients, quotes, invoices and payments for multiple research projects. Order and track supplies using a variety of UC San Diego on-line systems. Liaise with departmental faculty, staff, and interns. Coordinate the center's internship program recruitment and coordination. Complete Human Resources requests initiated by HSRC leadership.
MINIMUM QUALIFICATIONS - Demonstrated ability to work efficiently and effectively under pressure.
- Demonstrated excellence in written, oral, and interpersonal communication, including editing and grammar skills.
- Demonstrated experience with, and ability to develop and use, computer applications and capabilities to create and maintain databases, and produce correspondence, reports and tools for analysis and review, i.e., Word, Excel, Powerpoint, Outlook. Ability to prepare complex Word files that would require the incorporation of figures and pictures.
- Good organizational skills needed for maintaining accurate filing systems.
- Proven ability to work with a high level of independence, prioritize assignments and departmental needs to meet deadlines.
- Tact and diplomacy to interact with a variety of individuals including faculty, staff, students and foreign scholars.
- Ability to evaluate situations and make decisions using mature judgment. Demonstrated ability to problem-solve or make recommendations for creative solutions to general issues/problems.
- Demonstrated ability to proactively research and identify appropriate internal and external resources for collection of information, documentation, policies and procedures.
- Ability to maintain confidentiality.
- Knowledge of U.C. purchasing, personnel and travel regulations and procedures.
PREFERRED QUALIFICATION - Knowledge of U.C. policies and procedures.
- Working knowledge of research/scientific terminology and experience preparing grant proposals.
- Demonstrated leadership and ability to provide direction to undergraduate student employees.
- Experience with Web design.
SPECIAL CONDITIONS - Employment is subject to a criminal background check.
- Willingness to work flexible hours on occasion.
Pay Transparency Act
Annual Full Pay Range: $40,700 - $85,295 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $19.49 - $40.85
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).
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If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements. 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 .
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
For the University of California's Anti-Discrimination Policy, please visit:
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.
UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening. University of California San Diego
Job Tags
Hourly pay, Contract work, Local area, Remote job, Worldwide, Flexible hours, Day shift, Monday to Friday,