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#104943 Administrative Assistant

Filing Deadline: Mon 7/13/2020

UCSD Layoff from Career Appointment: Apply by 07/01/20 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 07/13/20. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Alzheimer's Disease Cooperative Study (ADCS) consists of 5 cores, 22 committees, 37 research sites that are members of the consortium/Steering Committee, and an additional 40 or more research sites located across the U.S. and Canada that participate in one of more trials coordinated by the ADCS. Annual funding for the ADCS grant is approximately $10 million. The ADCS provides expertise in developing Alzheimer's disease related protocols and is the coordinating center for multiple clinical trials of varying sizes and complexity under subcontracts funded by NIH and clinical trial agreements with industry.

Under general supervision, the administrative assistant will be responsible for providing administrative support of day-to-day operations for the ADCS. The administrative assistant supports a fast-paced work environment, and daily responsibilities shift as needed. Day-to-day business operations include scheduling meetings, member and staff communications, purchasing clinical and office supplies, travel planning, reconciliation and reimbursements, preparing scientific reports and documents, and using UCSD specific systems such as MyPayments, MyTravel, Marketplace, etc.


  • Excellent organizational skills; ability to work on projects with competing deadlines and to establish goals and workload priorities; flexibility in dealing with people and competing demands.

  • Strong analytical and problem-solving skills. Ability to analyze situations, identify existing or potential problems, recommend solutions, determine and implement procedures to accomplish effective resolution.

  • Proven understanding of basic accounting principles. Strong math skills to calculate travel, purchase orders, budgets, etc.

  • Demonstrated experience in scheduling travel arrangements, reconciling travel reports, and completing travel reimbursements.

  • Experience with coordinating, maintaining, and arranging complex calendars for meetings, events, programs, and appointments. Experience with event management preferred.

  • Demonstrated ability to assist in scientific grant proposal preparation and progress report preparation.

  • Basic knowledge of general laboratory supply needs that comes from previous experience in an academic laboratory setting.

  • Strong computer skills using PC and Macintosh, Word, Excel, PowerPoint, Adobe Acrobat. Proven working knowledge of CTMS, EndNote, NCBI PubMed, and QuickBooks.

  • Solid interpersonal skills, including tact, diplomacy, and flexibility. Proven written and oral communication skills to communicate ideas and issues clearly, concisely and accurately.

  • Ability to interact effectively with diversity of people at all levels within University and externally to promote positive working relationships and to achieve the organization's goals and objectives.

  • Ability to work independently and prioritize tasks to learn quickly exercise good judgment, and take initiative. Excellent critical thinking skills are a must.


  • Experience in supporting high-level scientific professionals in an academic environment.
  • Graduation from college with a Bachelor's Degree.
  • Experience with clinical trials and an understanding of Alzheimer’s Disease.
  • Experience with event management.
  • Experience in supporting high-level scientific professionals in an academic environment.
  • Working knowledge of UC policies and procedures regarding disbursements, travel, and purchasing, as well as online systems such as MyPayments, MyTravel, Marketplace and Blink.


  • Employment is subject to a criminal background check.
  • May be required to work some evening and weekend hours as well as occasional overtime to meet deadlines.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic 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.


UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego School of Medicine
Payroll Title:
Salary Range
Commensurate with Experience
La Jolla
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday - Friday


As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.