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#89958 Project and Executive Administrative Specialist

Filing Deadline: Wed 9/27/2017

UCSD Layoff from Career Appointment: Apply by 9/15/17 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.

UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.


The Alzheimer's Disease Cooperative Study (ADCS) consists of 7 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 or 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.

The Project and Executive Administrative Specialist will serve as the key resource for the Director of Alzheimer’s Disease Cooperative Study/Dean of Alzheimer’s disease and Neurodegenerative Research. The Project and Executive Administrative Specialist must provide executive-level administrative support to the Director/Dean on a wide-range of assignments involving the highest level of administrative work associated with a high-volume, fast-paced, environment with constantly changing priorities. The incumbent will work with the Business Operations Specialist and/or Chief of Staff to review and resolve problems that may arise.

The Project and Executive Administrative Specialist will manage and provide high-level operational, administrative, research, and fiscal support to the Director/Dean which requires tact, political acumen, diplomacy, and discretion on a wide-variety of complex and sensitive matters, and will also be responsible for office administration, schedule speaking engagements and meetings. The Project and Executive Administrative Specialist will follow best practices and will compile and analyze information to provide long-range planning, and will implement any necessary policy or procedural changes. The incumbent will also provide administrative training to other staff, delegate applicable tasks and coordinate completion of diverse projects, and will serve as a liaison to faculty, administrative staff, the Office of the Chancellor, the Health Sciences Dean's Office, the Department of Neurosciences Business office, other universities and academic institutions, professional societies, committees and organizations, and to the other campus departments, state and federal government agencies. Support all faculty recruitment activities for the Dean/Director, from arranging interviews to liaising with ARC to on-board new faculty.

Additional responsibilities include general fiscal support such as preparing reports, reconciling complex travel reimbursements, managing expenses, analyzing fiscal data and internal controls, and cost management. The incumbent will also prepare technical materials and information for meetings and events. Provide academic support such as updating CV, UCSD Bio Bibliography, NIH biosketches, submissions for publication, updating listings of grants, bibliography updates for programs in EndNote, as well as support the processing of Visas. The incumbent is also responsible for the Dean/Director's complex calendar and assist the Chief of Staff and Core Directors with scheduling appointments, teleconferences, and other administrative tasks as needed.


  • Extensive experience in managing operation of Director/Dean's Office while implementing any policy or procedural changes.

  • Executive level administrative experience in order to perform the essential functions of the position to include office administration and management, complex scheduling, international and domestic travel arrangements, and long-range planning.

  • Proficient in research and multiple computer skills and software programs (e.g., Microsoft Word, Excel, PowerPoint, Outlook, electronic mail, Visio, automated calendaring systems) and programs such as internet browser applications. Strong demonstrated working knowledge of database systems such as FileMaker and Access, and reference software packages such as EndNote. Experience to conduct searches on the internet and use library information systems such as Melvyl, CDL, publishing, pub med and literature searches.

  • Demonstrated problem-solving and analytical abilities to recognize potential problems, independently resolve problems, communicate higher level problems to supervisor, to evaluate and suggest solutions and recommendations, and to develop and initiate a plan to complete job goals efficiently and effectively.

  • Demonstrated advanced organizational, project management, and time management skills including the ability to determine appropriate priorities, complete projects accurately, efficiently, and with a high level of attention to detail, despite frequent interruption, and competing deadlines and changing priorities.

  • Superior keyboard/typing skills including knowledge of proper formats/styles for manuscripts, forms and bibliographies, including overall accuracy and attention to detail.

  • Ability to research, obtain, and organize information to produce concise reports using relational databases.

  • Proven ability to analyze complex financial issues and data and recognize potential impact, identify creative and alternative solutions, and make recommendations.


  • Knowledge and understanding of University and departmental policies and procedures (e.g., prepare travel, reimbursement and entertainment forms with the knowledge of UCSD policies and procedures as they relate to travel and campus services) and working knowledge of University-wide and UCSD organizations and structures.


  • Must be available to work flexible hours, including weekends and evenings when required (overtime).

  • Must have reliable transportation.

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.

UCSD School of Medicine
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Commensurate with Experience
East Campus
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Work Schedule:
Days, 8 hrs/day