Administrative Assistant - TP141846

University of California San Diego; San Diego (CA); Presencial; USD 88.512.000 - 99.201.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Medical coverage

Paid vacation & sick time

Paid holidays

Training and development opportunities

Descripción de la vacante

UC San Diego seeks Administrative Assistants through Temporary Employment Services (TES) to support leadership university-wide. Primary duties include managing complex calendars, coordinating domestic and international travel, tracking expenses, and preparing meeting materials.

These on-site assignments in La Jolla run 3–6 months with daytime hours. TES offers medical coverage, paid vacation & sick time, paid holidays, and training opportunities.

Formación

• Demonstrated experience managing multiple complex calendars.
• Domestic and international travel arrangements with reimbursements.
• Excellent organization, multi-tasking, attention to detail.
• Proficiency with MS Word, Access, Excel, PowerPoint, email and databases.
• Strong typing/word processing skills for correspondence, reports, spreadsheets.
• Experience planning meetings/events including budgeting and vendor negotiations.
• Experience with Oracle for Purchasing.
• Purchasing practices incl. vendor negotiations and pricing.
• Ability to learn new software and adapt to Outlook/Google Calendar/TEAMS/Zoom.
• Coordinating travel arrangements including Concur and Excel.

Responsabilidades

• Calendaring for multiple managers and directors.
• Coordinate domestic and international travel.
• Track expenses and process reimbursements.
• Coordinate meetings and prepare meeting materials.
• Support faculty and staff in admin tasks.
• Develop and maintain budgets; process invoices.
• Manage purchasing of lab supplies; track orders.

Conocimientos

Calendar management

Travel planning

Budgeting awareness

MS Office proficiency

Attention to detail

Vendor negotiation

Oracle for Purchasing

Concur

Calendar tools

Meeting coordination

Herramientas

Concur

Oracle

UC Path

ServiceNow

Microsoft Excel

Microsoft Word

Descripción del empleo

Payroll Title: BLANK AST 3

Department: TEMPORARY EMPLOYMENT SERVICES

Hiring Pay Scale: $30.89-$34.62 / Hour

Worksite: La Jolla

Appointment Type: Temp

Appointment Percent: 100%

Union: CX Contract

Total Openings: 3

Work Schedule: Days, 8 hrs / day, Mon - Fri

#TP141846 Administrative Assistant

Filing Deadline: Sat 10/31/2026

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.

Position available through UCSD Temporary Employment Services (TES). Employment through TES is an excellent way to gain valuable UCSD experience and get your foot in the door for career positions. Temporary positions may lead to long term career opportunities. TES employment includes medical coverage, paid vacation & sick time, paid holidays, as well as training and development opportunities!

TES has current openings for a variety of Administrative positions. Most positions are full-time, Monday through Friday between 8:00am and 5:00pm, although part-time positions are sometimes available. Candidates interested in being considered for upcoming openings should submit their applications to this job posting.

Full responsibilities and pay will vary depending on the level and classification of the position. Pay ranges will typically be in the $30.89-$34.62 / hour range though higher paying positions may sometimes be available.

Duration: Assignments typically run for approximately 3-6 months.

Compensation: $30.89-$34.62 per hour depending on experience. Eligible for paid holidays and vacation/sick leave. Full-medical insurance also available.

Work Schedule: Monday-Friday 8am to 4:30pm

Location: On-Site - On campus in La Jolla.

DESCRIPTION

UC San Diego has a consistent need for talented Administrative Assistants to support leadership across the University to include the areas of Academic/Student Affairs, Health, Operations, Financial Services, Communications, Research, Advancement, etc. Primary responsibilities will include managing complex calendars for multiple Managers and Directors, coordinating domestic and international travel, tracking expenses, and processing reimbursements. The Administrative Assistant will also coordinate meetings and prepare meeting materials. Will serve as a key resource to their department, interacting with senior leaders, faculty, staff, students, and community and governmental organizations.

QUALIFICATIONS

• Demonstrated experience managing multiple complex calendars
• Proven experience with domestic and international travel arrangements, including coordinating with travel agencies to fulfill required travel agendas, researching and utilizing most effective and economical options, and coordinating reimbursement procedures.
• High-level organizational skills, ability to multi-task, extremely strong attention to detail, and the ability to prioritize and follow through on assignments in a timely, proactive, and responsive manner.
• Proficiency with MS Word, Access, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, and various email, database and desktop publishing programs.
• Strong typing/word processing skills to prepare correspondence, reports, and spreadsheets.
• Extensive experience in the planning, coordination, and execution of various types and sizes of meetings and events, including skill and experience in working within a budget; negotiating with vendors and service providers to secure venues and catering options.
• Experience with Oracle for Purchasing
• Demonstrated experience with purchasing practices and procedures including contacting vendors, obtaining and negotiating prices preferred can train.
• Ability to operate personal computers including word processing, spreadsheets, databases, graphics, and scheduling programs. Experience with Macintosh and Windows format and environmentExperience in coordinating travel arrangements including preparing travel vouchers and other procedures using Concur, Excel, Ability to use spreadsheets, slides, figure and table preparation, back-up, scheduling, and database programs, and equipment.
• Ability to learn new software programs and apply what is learned.
• Demonstrated ability to organize and schedule complex calendar on Outlook and Google Calendar, TEAMS, Zoom meetings. Required Word, Adobe and MS Office
• Day to Day Primary Duties: Calendaring, Zoom meetings, Travel, Reimbursements, purchasing lab supplies, tracking orders. Support to faculty, Lab employees.
• Develops and maintains budgets. Ability to coordinate complex tasks, budgeting, process invoices, and budgetary policies. Processing fiscal transactions.
• Experience with Oracle, Concur, UC Path and ServiceNow are a Plus

SPECIAL CONDITIONS

• Background and Reference checks required

Pay Transparency Act

Annual Full Pay Range: $64,498 - $92,436 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $30.89 - $44.27

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.

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.

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.

a. "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

Prospective employees who are ordinarily residents in Iran or who are physically located in Iran are generally not eligible to for employment per suspension of General License G on 24 August 2026. If you have ever resided in Iran or have an Iranian passport and would like to confirm your eligibility, please contact [e-mail] for consideration of your particular circumstances.