Administrative Assistant, OB/GYN & Repro. Sciences - 140959

UC San Diego Health; San Diego (CA); On-site; USD 61,000 - 88,000; Full time

Job summary

UC San Diego Health is seeking an Administrative Assistant for the Department of Obstetrics, Gynecology and Reproductive Sciences. You will independently manage clerical tasks, coordinate calendars, and liaison with multiple UCSD offices to ensure smooth departmental operations.

The role emphasizes confidentiality, strong communication, and ability to handle high-volume work while providing excellent customer service across faculty, staff, and patients.

Qualifications

• Strong computer skills and knowledge of PC hardware and business software (Excel, Word, Outlook).
• Ability to organize responsibilities and handle a high volume workload with accuracy and efficiency.
• Ability to set priorities, meet deadlines, and adapt to changing deadlines and priorities.
• Demonstrated customer service standards and professionalism.
• Strong communication skills in both oral and written forms with diverse stakeholders.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Ability to work independently, exercise good judgment, and problem-solve.
• Proficiency in composing and proofreading correspondence, reports, and forms.
• Experience coordinating workflows and supporting multiple divisions.
• Willingness to work occasional weekends or overtime when required.

Responsibilities

• Serve as an Administrative Assistant for the Department of Obstetrics, Gynecology and Reproductive Sciences.
• Prepare reports and provide clerical/administrative support for faculty and divisions.
• Coordinate calendars, forms, and credentialing files with internal teams.
• Liaise between clinics, UCSD offices, and the Business Office to support operations.
• Assist with supply ordering, travel arrangements, and special projects.

Skills

Strong computer skills

Organize responsibilities

Meet deadlines

Customer service standards

Oral and written communication

Confidentiality

Independent work

Data and report preparation

Coordinate workflow

Adaptability to changing priorities

Tools

Excel

Word

Outlook

Job description

Payroll Title

BLANK AST 3

Department

OB/GYN & REPRODUCTIVE SCIENCES

Hiring Pay Scale

$29.42 - $34.53 / Hour

Worksite

Campus

Appointment Type

Career

Appointment Percent

100%

Union

CX Contract

Total Openings

1

Work Schedule

Days, 8-Hour Shifts, Monday-Friday

#140959 Administrative Assistant, OB/GYN & Repro. Sciences

Filing Deadline: Tue 9/1/2026

UC San Diego values and welcomes people from all backgrounds. 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.

UCSD Layoff from Career Appointment: Apply by 8/21/2026 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Reassignment Applicants: Eligible Reassignment clients should contact their Disability Counselor for assistance.

Description

The UCSD Department of Obstetrics, Gynecology and Reproductive Sciences is composed of Clinical and Research Faculty, Clinical Fellows, Residents, Project Scientists, and Postdoctoral Scholars. The department is composed of 8 divisions: Obstetrics and Gynecology, Maternal-Fetal Medicine, Gynecologic Oncology, Reproductive Endocrinology and Infertility, Hospitalist, Complex Family Planning, Urogynecologic and Reconstructive Surgery, and Minimally Invasive Gynecologic Surgery. Independently function as an Administrative Assistant for the Department of Obstetrics, Gynecology, and Reproductive Sciences. Responsible for administrative aspects for clinical and research faculty. Prepare reports and provide clerical/administrative needs for the Department. Responsible for organizing and coordinating administrative needs in consultation with other divisional support staff. Interface with other Medical School departments, UC clinics, campus offices, the Business Office, and other units. Other duties include but are not limited to: Liaison between clinics and UCSD offices. Assist faculty within the OB/GYN, Maternal-Fetal Medicine, Uro-Gynecology, Reproductive Endocrinology, and Hospitalist Divisions. Coordinate departmental call schedules, maintain faculty Outlook calendars proactively, prepare forms and correspondence pertaining to academic files, assist with preparation of papers/abstracts, and assist in grant preparation. Work with division physicians and Medical Staff Administration in preparation of credentialing files for new and reappointments. Respond to request for Certificates of Insurance. Assist with supply ordering, purchase orders, and travel. Assist the Fellowship Coordinator with respective division Fellowship needs including recruitment and daily Fellow schedules and tasks. Assist the Business Office Finance Office, Department Business Officer, and HR Liaison, with special projects.

Minimum Qualifications

• Strong computer skills with working knowledge of PC hardware and various business software packages (Excel spreadsheet, Word, Outlook).
• Strong ability to organize responsibilities and handle a high volume workload with accuracy and efficiency.
• Ability to set priorities, implement courses of action, and meet deadlines; & the ability to establish and adhere to rapidly changing deadlines and priorities.
• Demonstrated customer service standards.
• Strong, demonstrated effective and efficient oral and written communication skills to communicate with all levels of Academic, administrative and staff personnel, as well as the School of Medicine, outside agencies, patients, students, faculty, community physicians, Medical Center and University personnel.
• Ability to cope with pressure and accommodate interruptions.
• Demonstrated ability to cooperate and work well with Faculty, staff, and administration.
• Ability to maintain strict confidentiality and to handle sensitive matters discreetly.
• Skill at quickly and accurately performing basic mathematical procedures, and the ability to prepare accurate financial reports in appropriate formats.
• Demonstrated ability to work independently, exercise good judgment, identify problems, interpret policy and recommend solutions.
• Demonstrated ability to compose and proofread correspondence, reports and forms.
• Skilled at researching, compiling and organizing data and information.
• Experienced in coordinating, directing and delegating work flow of others.
• Available to work occasional weekends or overtime when necessary.

Preferred Qualifications

• Demonstrated experience in preparing IRB protocols and submissions.
• Knowledge of UCSD Medical Center and University policies and procedures
• Familiarity with UCSD forms and related procedures and knowledge of School of Medicine patient information systems.
• Experience with credentialing and forms related to UCSD Medical Staff Office.

Special Conditions

• Employment is subject to a criminal background check.

Annual Full Pay Range: $61,429 - $88,030 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $29.42 - $42.16

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).

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: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

• "Misconduct" means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace