HNRP Project Assistant III - Psychiatry - Hybrid - 141762

UC San Diego Health; San Diego (CA); Hybrid; USD 43,000 - 61,000; Full time

Job summary

UC San Diego Health in San Diego, CA seeks a Project Assistant III in Psychiatry to provide fiscal and administrative support in the HNRP-CMCR program. Responsibilities include managing expenditures, reconciling ledgers, processing travel reimbursements, and coordinating research supply orders in a hybrid work setting.

The role requires strong Excel and database skills, experience with contracts and grants, and the ability to communicate effectively across departments while maintaining

Qualifications

• Substantive knowledge and proven ability to monitor expenditures and reconcile operating ledgers monthly using Transaction Sampling process (reviewing invoices and packing slips).
• Strong demonstrated computer skills.
• Demonstrated experience developing and maintaining spreadsheets. Efficient and accurate data entry skills.
• Strong skill communicating clearly and effectively with staff, faculty and the public, using tact, diplomacy and confidentiality in person, over the phone and in writing.
• Demonstrated ability to identify problems, develop solutions, and take corrective action.
• Proven ability to prioritize work in an environment with frequent interruptions, using good judgment.
• Proven ability to processes business transactions: cost transfers, personal reimbursements, and encumbrance lifts under direction of the business office and fund managers.
• Demonstrated ability to analyze and interpret University operating ledgers and knowledge of proper procedures for correcting errors.
• Demonstrated knowledge of UCSD policies and accounting practices.
• Demonstrated knowledge of Scrip policies and procedures.
• Demonstrated knowledge and experience with contracts and grants (including federal grants) applications and reporting guidelines, procedures and forms.
• Demonstrated experience with disbursement processes and procedures.
• Demonstrated skills using databases.
• Intermediate skill using Macintosh computers, MS Word and MS Excel.
• Demonstrated knowledge of Oracle Financial Cloud (OFC), UCPath Business Analytics Hub (BAH), Kuali Research (KR), Concur, ANAPLAN PIPER and FSWs, Blink, AccessLink or equivalent programs.
• Demonstrated knowledge of University policy and procedures regarding purchasing, returned goods, travel, disbursements, inventory, and contract and grant administration.
• Demonstrated knowledge of University policy and procedures regarding purchasing, returned goods, travel, disbursements, inventory, and contract and grant administration.
• Demonstrated ability to collaborate and communicate effectively and diplomatically at all organization levels, both verbally and in writing. Proven ability to work effectively with a diverse population, including the business community, academics, staff and students.
• Demonstrated experience independently managing, developing, and revising procurement/travel/reimbursements standard operating procedures and guidelines. Proven ability interpreting policies and develops processes to ensure compliance with new regulations and participates in continuous improvement of processes.
• Demonstrated experience overseeing human subject payment process for checks and gift cards for approx. 20 studies, using scheduling and human subject compensation tracking databases (including travel to pick up gift cards).

Responsibilities

• Manage expenditures and reconcile monthly operating ledgers.
• Process travel reimbursements and reconcile human subject payments.
• Coordinate research supply orders and cost transfers.
• Develop and maintain Excel spreadsheets; interpret contracts and grants policies.
• Serve as liaison with Disbursements, Facilities and Telecommunication offices and ensure financial compliance.

Skills

Expenditure monitoring

Ledger reconciliation

Excel proficiency

Communication skills

Problem solving

Data entry

Tools

Oracle Financial Cloud

Job description

Payroll Title

BLANK AST 3

Department

Psychiatry

Hiring Pay Scale

$30.89 - $44.27 / Hour

Worksite

Hillcrest

Appointment Type

Career

Appointment Percent

100%

Union

CX Contract

Total Openings

1

Work Schedule

Days, 8-Hour Shifts, Monday-Friday

#141762 HNRP Project Assistant III - Psychiatry - Hybrid

Filing Deadline

Fri 10/30/2026

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 10/21/2026 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.

This position will work a hybrid schedule which includes a combination of working both onsite at Hillcrest and remote.

Description

The UC San Diego Department of Psychiatry ranks among the nation's leading academic psychiatry departments, recognized for its exceptional research enterprise, innovative clinical programs, and outstanding educational training. Our faculty and staff are driving meaningful advances in mental health science, delivering transformative patient care, and shaping the next generation of clinicians and researchers. We offer a collegial, high-achieving work environment where talented professionals are empowered to grow, collaborate, and contribute to work that matters. Under supervision, the HNRP-CMCR Project Assistant III will independently provide fiscal and administrative support in the Department of Psychiatry. Duties include managing expenditures and reconciles operating ledgers monthly using Transaction Sampling process (reviewing invoices and packing slips). As office of record, ensures the department and/or the labs have the necessary documentation in case of an audit. Other duties include transaction sampling, reconciling human subject payments, processing travel reimbursements, coordinating research supply orders, reconciliation of monthly operating ledgers, processing business transactions (e.g. cost transfers), development and maintenance of Excel spreadsheets, interpretation of policies and procedures related to contracts and grants and assistance with special projects. Serve as liaison with Disbursements, Facilities and Telecommunication offices, and must be able to independently manage, administer, and reconcile departmental financial operations across HNRP-CMCR, ensuring accuracy, compliance, and fiscal integrity. Ensure compliance with federally based funding and make reconciliations in conjunction with business officer and fund manager. Must have awareness of the importance of maintaining confidentiality and will assist with other project and miscellaneous tasks as required.

Minimum Qualifications

• Substantive knowledge and proven ability to monitor expenditures and reconcile operating ledgers monthly using Transaction Sampling process (reviewing invoices and packing slips).
• Strong demonstrated computer skills.
• Demonstrated experience developing and maintaining spreadsheets. Efficient and accurate data entry skills.
• Strong skill communicating clearly and effectively with staff, faculty and the public, using tact, diplomacy and confidentiality in person, over the phone and in writing.
• Demonstrated ability to identify problems, develop solutions, and take corrective action.
• Proven ability to prioritize work in an environment with frequent interruptions, using good judgment.
• Proven ability to processes business transactions: cost transfers, personal reimbursements, and encumbrance lifts under direction of the business office and fund managers.
• Demonstrated ability to analyze and interpret University operating ledgers and knowledge of proper procedures for correcting errors.
• Demonstrated knowledge of UCSD policies and accounting practices.
• Demonstrated knowledge of Scrip policies and procedures.
• Demonstrated knowledge and experience with contracts and grants (including federal grants) applications and reporting guidelines, procedures and forms.
• Demonstrated experience with disbursement processes and procedures.
• Demonstrated skills using databases.
• Intermediate skill using Macintosh computers, MS Word and MS Excel.
• Demonstrated knowledge of Oracle Financial Cloud (OFC), UCPath Business Analytics Hub (BAH), Kuali Research (KR), Concur, ANAPLAN PIPER and FSWs, Blink, AccessLink or equivalent programs.
• Demonstrated knowledge of University policy and procedures regarding purchasing, returned goods, travel, disbursements, inventory, and contract and grant administration.
• Demonstrated knowledge of University policy and procedures regarding purchasing, returned goods, travel, disbursements, inventory, and contract and grant administration.
• Demonstrated ability to collaborate and communicate effectively and diplomatically at all organization levels, both verbally and in writing. Proven ability to work effectively with a diverse population, including the business community, academics, staff and students.
• Demonstrated experience independently managing, developing, and revising procurement/travel/reimbursements standard operating procedures and guidelines. Proven ability interpreting policies and develops processes to ensure compliance with new regulations and participates in continuous improvement of processes.
• Demonstrated experience overseeing human subject payment process for checks and gift cards for approx. 20 studies, using scheduling and human subject compensation tracking databases (including travel to pick up gift cards).

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.
• Must be able to work various hours and locations based on business needs.

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

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