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#97490 Administrative Assistant

Filing Deadline: Thu 1/24/2019

UCSD Layoff from Career Appointment: Apply by 01/15/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 01/24/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Institute for Genomic Medicine (IGM) is a division within the University of California San Diego (UCSD) School of Medicine. It synergizes UCSD’s world-renowned strengths in basic science, disease biology, pharmacology, engineering, clinical research, and computer science to accelerate investigation and translation in genetics and genomic medicine, leading to improved human health. IGM engages members of the campus and the local research, biotechnology, and pharmaceutical community to create new opportunities for collaborative efforts with a genomic focus, ensuring that UCSD remains at the forefront of basic and translational research, and clinical medicine.

Under the supervision of the IGM Director, the administrative assistant will be responsible for providing administrative support of day-to-day operations for the IGM and the IGM Genomics Center. The administrative assistant supports a fast-paced work environment, and daily responsibilities shift as needed. Day-to-day business operations include scheduling meetings, maintaining the Director’s calendar, member and staff communications, purchasing scientific reagents, personnel processing, travel planning and reimbursements, preparing scientific reports and documents, updating scientific content of website.


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

  • Demonstrated computer skills using PC or Macintosh, Word, Excel, PowerPoint, Adobe Acrobat.

  • Experience with coordinating, maintaining and arranging complex calendars for meetings, events, programs, and appointments. Experience in negotiating and scheduling travel arrangements and completing travel reimbursements.

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

  • Ability to assist in scientific grant proposal preparation and progress report preparation; experience with scientific writing strongly desired.

  • Excellent written and oral communication skills to communicate ideas and issues clearly, concisely, and accurately.

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

  • Strong interpersonal skills, including tact, diplomacy, and flexibility. Ability to interact effectively with diversity of people within University and externally to promote positive working relationships and to achieve the organization's goals and objectives.

  • 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.

  • Ability to work as part of a team, collaborating with colleagues; ability to cooperate with and assist other staff members and business members in writing and editing. Strongly service-oriented in attitude and actions.

  • Ability to appropriately handle highly sensitive and confidential situations and matters with faculty and staff.


  • Graduation from college with a Bachelor’s Degree in biological sciences.
  • Must have scientific understanding in molecular biology, cell biology, pharmacology, bioinformatics and/or related fields.
  • Experience in supporting high-level scientific professionals in an academic environment.
  • Working knowledge of UC policies and procedures regarding disbursements, travel, and purchasing.


  • 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
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.