New job Faculty Assistant in California

Faculty Assistant

Company : UC San Diego
Salary : Details not provided
Location : California

Full Description

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.

#110116 Faculty Assistant

Extended Deadline: Fri 7/23/2021

UCSD Layoff from Career Appointment: Apply by 06/23/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 07/06/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The individual will serve as Faculty Assistant for the Division of Gastroenterology & Hepatology, provide high level of administrative support to faculty and staff. Independently provide a full spectrum of administrative support to multiple clinical faculty, research faculty & their labs.

This includes but not limited to: maintaining complex schedules and appointment calendars; meeting and conference planning; coordinate domestic and international travel arrangements, travel reimbursement and reconciliation; business correspondence; grant submission and coordination; maintain administrative/academic files; coordinate meetings/courses; process financial transactions; edit manuscripts abstracts, research proposals, etc.; order supplies; plan, coordinate and execute divisional events; operate general office machines; route and take action on incoming calls. Participate in short and long term planning of divisional administrative needs. Maintain confidential personnel files for all division faculty members.

Utilizing a thorough knowledge of the division's clinical and quality improvement activities independently respond to a variety of information requests and disseminate information through interpersonal, telephone and electronic communications. Route calls, information/data requests, and issues to the appropriate personnel. Exercise independent judgment and maintain confidential information. Meet frequent and changing deadlines, interact with diverse individuals and perform multiple tasks/functions.


  • Proven administrative experience to include making complex domestic and international travel arrangements and itineraries, maintaining complex calendars and independently planning conferences and event planning.

  • Must have experience working in a scientific, research and/or academic setting.

  • Demonstrated experience in the preparation of academic files.

  • Demonstrated experience with fund accounting and fiscal management.

  • Experience preparing, reviewing and processing pay authorizations, reimbursements, subscriptions, memberships, reconciling travel expenses, entertainment, and check requests. Ability to properly complete and submit required university forms.

  • Thorough knowledge of state, federal, and private agency grant applications, submission and report requirements.

  • Excellent interpersonal skills, including tact, diplomacy and flexibility. Ability to interact effectively with the medical faculty and other individuals at all levels within and outside the University to promote positive relationships and to ensure that their needs are met.

  • Experience independently writing clear, concise, and logical reports, correspondence and summaries. Ability to proofread own work paying close attention to grammar and spelling.

  • Proficiency and advanced skills and experience using web-based technologies, spreadsheets, databases and word processing software to include Microsoft Word, Excel, PowerPoint, Endnote, Adobe Acrobat, and NIH eRA Commons. Knowledge of Publisher and Adobe Photoshop is preferred.

  • Ability to use basic mathematical formulas and manipulate complex formulas in various spreadsheet programs to produce accurate projections of funding support in various categories.

  • Strong communication skills, oral and written; ability to communicate ideas and issues clearly, concisely, and accurately to diverse personalities with varying concerns.

  • Ability to design, organize, and maintain electronic and traditional filing systems that allow easy retrieval and provide ability to easily follow up on status of pending issues.

  • Proven analytical and problem solving skills; ability to identify existing/potential problems, to recommend solutions, to determine/implement appropriate procedures, and to evaluate results or progress. Ability to accurately interpret/implement policies and procedures.

  • Strong organizational skills with experience setting priorities, producing timely results and meeting deadlines in a demanding, multi-faceted work environment while maintaining a high level of attention to detail and accuracy. Ability to work independently, and use mature judgement to complete tasks.


  • Experience working with high-level executives and/or faculty.
  • Knowledge of UCSD and EH&S policies and procedures, facilities management resources and services, relating to laboratory operations.
  • Experience hiring post docs, visiting scholars, and research faculty including experience related to visa requirements.
  • Knowledge of and experience in the use of scientific and medical terminology, including the knowledge of proper position of scientific symbols in manuscripts.
  • Experience working with a team of Administrative/Office Assistants.
  • Experience working with Oracle Financials Cloud and Concur.


  • Employment is subject to a criminal background check.
  • Must be able to work overtime during peak periods.
  • Must be willing to work remotely when required.

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:

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

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