Research Group Administrative Assistant - 142097

UC San Diego/UC San Diego Health; San Diego (CA); On-site; USD 43,000 - 61,000; Part time

Job summary

University of California San Diego seeks a Research Group Administrative Assistant to support multiple research programs within the School of Public Health and related centers. The role includes coordinating travel, purchasing, reimbursements, and expense reconciliations for staff and partners.

The position schedules and documents weekly, monthly, and quarterly meetings, coordinates webinars and workshops, and assists with pre-/post-award activities, newsletter updates, and onboarding of

Qualifications

• Strong interpersonal skills to interact with diverse audiences in person and virtually.
• Ability to organize and prioritize work with multiple responsibilities to meet deadlines.
• Ability to manage detailed information accurately within deadlines.
• Skill in developing, implementing and maintaining record-keeping and digitized files.
• Proven skill in using MS Word, Excel, Acrobat, Google, PowerPoint, and Zoom.

Responsibilities

• Provide administrative and operational support for several research programs, including travel requests, reimbursements, and reconciliations.
• Coordinate recurring meetings and distribute summaries; manage logistics for webinars, conferences, and workshops.
• Assist with pre- and post-award activities, website/newsletter updates, onboarding of interns, and manuscript preparation.

Skills

Interpersonal skills

Organizational skills

Attention to detail

Written communication

Independent judgment

Tools

MS Word

Excel

Acrobat

Google

PowerPoint

Zoom

Job description

Payroll Title: BLANK AST 3

Department: School of Public Health

Hiring Pay Scale: $30.89 - $44.27 / Hour

Worksite: La Jolla

Appointment Type: Limited Appointment

Appointment Percent: 50 %

Union: CX Contract

Total Openings: 1

Work Schedule: Days, 8-Hour Shifts, Monday-Friday

#142097 Research Group Administrative Assistant

Filing Deadline: Mon 11/30/2026

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.

This position is a contract/limited position with the possibility of extension/career conversion.

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

DESCRIPTION

Under general supervision, the Research Program Administrative Coordinator provides administrative and operational support for several research programs at the University of California San Diego. These programs involve collaboration among the School of Public Health, the Department of Psychiatry, and the Dissemination and Implementation Science Center (DISC) within the Altman Clinical and Translational Research Institute (ACTRI).

The position coordinates travel arrangements for research staff and community partners, including Concur travel requests, reimbursements, and reconciliations. Additional responsibilities include processing purchasing and reimbursement transactions and reconciling expenses related to human subject payments, supplies, and meetings.

The coordinator organizes and schedules recurring weekly, monthly, quarterly, and annual meetings; communicates with diverse partners regarding meeting logistics and agendas; and prepares and distributes meeting summaries. The position also coordinates webinars, conferences, and workshops.

Additional duties include assisting with pre-award and post-award administrative activities and reporting; supporting website updates and newsletter development and distribution; coordinating the onboarding of research interns; preparing marketing and dissemination materials; formatting manuscripts for journal submission; programming and maintaining REDCap projects; and assisting with research data collection activities as needed.

MINIMUM QUALIFICATIONS

• Strong interpersonal skills needed to interact effectively with a diverse audience in-person and virtually, exercising tact and diplomacy with emphasis on flexibility and professionalism and ability to act with discretion regarding sensitive and confidential matters.

• Proven ability to organize and prioritize work effectively with large volume and multiple responsibilities to meet deadlines and changing priorities.

• Demonstrated ability to work with detailed information in an accurate manner within established deadlines.

• Skill in developing, implementing and maintaining record keeping and effectively organizing computerized files and information.

• Proven skill in utilizing numerous computer systems, software and applications including MS Word, Excel, Acrobat, Google, PowerPoint, Zoom.

• Excellent grammar and writing skills. Ability to communicate clearly and effectively in person and virtually.

• Demonstrated experience and skill to work independently using good judgment.

PREFERRED QUALIFICATIONS

• Experience coordinating meetings and special events including logistics: e.g. audio/video equipment, space scheduling, catering, etc.

• ExperiencewithUCSDConcurtravelrequest/travelreports.

• KnowledgeofUCtravel regulations and use of online systems.

• KnowledgeofUCfederaltraveladministration.

SPECIAL CONDITIONS

• Must be able to work various hours and locations based on business needs.

• Employment is subject to a criminal background check.

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.

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.

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