This is an internal department posting open to Cellular & Molecular Medicine employees only. 

UCSD Layoff from Career Appointment: Apply by 03/13/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 03/16/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UCSD Health Sciences is a $1 billion dollar plus organization encompassing 16 academic departments (14 clinical, 2 basic sciences), 2 pre academic/hospital departments, 2 professional schools (School of Medicine and SkaggsSchool of Pharmacy and Pharmaceutical Sciences), 2 hospitals, and various other programs and units all dedicated towards fulfilling the Health Sciences missions. The UCSD Department of Cellular and Molecular Medicine (CMM) is one of two basic science units in the School of Medicine where worldclass researchers study fundamental cellular processes and pathways using a variety of techniques from classical genetics and fluorescence microscopy to highthroughput genomics, systems biology, and crystallography.

Our 36 faculty and over 200 postdoctoral scholars, graduate students, and research staff work on the cutting edge of biology, cutting across fields from basic biochemistry and genetics to genomics, systems biology and stem cell biology. The faculty also play a major role in medical and graduate student training, providing educational and programmatic offerings that span several disciplines and provide diversity to meet the interests of a broad spectrum of students and scholars. The diverse mix of ages, backgrounds, and talents creates a robust work environment with challenging career opportunities and a commitment to continued growth potential. We constantly seek to recruit highly motivated, technologically advanced, and deeply interested individuals who are ready to become a part of our dynamic research and educational environment.

Under general supervision the Office Administrator for the Cellular and Molecular Medicine Business Office will administer a defined operational program or activities which may include some of the following functions: finance, facilities, space planning, human resources, communications, IT and safety. Responsible for overseeing the day-to-day operations of the CMM Business Office, including setting deadlines, monitoring and coordinating progress of department wide projects, and problem resolution. In this capacity this position initiates and plans routine and special meetings with Department head, fiscal team and HR Operations Manager to ensure the smooth operation in the different functionalities occurring with the department in addition to planning weekly and quarterly training activities and business office meetings related to business operations and team building.

This position requires tact, diplomacy, discretion, and confidentiality on a wide variety of complex and highly sensitive issues. Incumbent must demonstrate a high degree of professionalism in a rapidly changing environment. Using strong organizational skills, independent judgement, and the ability to be flexible as the demands and priorities change the Office Administrator serves as a key resource for faculty and the Business Office to research and advise on policy, as well as review, address and resolve inquiries related to Business Office operations. This includes analytical and project based support to the entire department in the form of building, facilities, events coordination, website administration and process improvement.

Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

• Bachelor's degree in related area and / or equivalent experience / training.

• Three (3+) or more years of relevant experience.

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Proven ability to clearly and concisely communicate ideas, thoughts, complex problems, policies and position statements. Ability to make well-organized, clear, informative presentations, both in one-on-one situations and in groups settings.

• Ability to respond well to questioning on difficult and/or sensitive issues. Ability to write for signature of Department Head. Ability to interact with all levels of staff with customer service for with a diverse population of staff, faculty, industry, and the community in a high pressure and demanding environment.

• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

• Solid knowledge of common University-specific computer application programs. Familiarity with UC San Diego’s Business Systems.

• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

• Proven skills and knowledge in event planning and/or seminars and special events including; the management of all aspects of arranging accommodations, meeting rooms, inviting and confirming international participants, making travel plans and expense/funding reimbursements. Schedule meetings, arrange phone conferences, coordinate meeting room reservations, confirm attendance, help set up various audio-visual equipment and independently gather relevant background materials for meetings. Determine hotel accommodations, communicating with visitors to determine date, time, title of presentation, as well as reimbursements for arrangements and incurred expenses.

• Knowledge of UC San Diego Policies and Procedures, particularly those involving travel, expenditures and expenditure reimbursements.

• Strong negotiation problem-solving, and decision-making skills with the ability to act independently and exercise sound judgment with the acumen and sensitivity to identify those decisions and activities which require higher level consultation and/or group collaboration. Ability to exercise a high degree of flexibility and innovation to seek alternative solutions to unique or complex problems and issues.

• Proven initiative and problem solving skills to attain resolution of financial inconsistencies and errors; proven ability to analyze current problems and make recommendations for policy changes, in order to avoid recurrence of such problems; and to forecast and anticipate funding shortfalls, overdrafts, errors, and potential audit concerns, make adjustments as necessary.

• Proficient in Microsoft PowerPoint, Word, Excel as well as browsers, social media channels, HTML editors and a variety of web-related programs. Working knowledge of common organization-specific and other computer application programs. Experience with computerized systems, database management and spreadsheet and word-processing programs to manipulate data and create reports.

• Skill in independently researching, compiling, organizing, interpreting and selecting data and materials from various sources. Ability to accurately interpret and implement policies and procedures and effectively communicate and disseminate information. Ability to research data from a variety of sources, identifying and extracting relevant data.

• Knowledge of policy and practices in academic planning, human resource management, payroll administration including postdoctoral scholar administration.

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

Pay Transparency Act

Annual Full Pay Range: $59,700 - $124,300 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $28.59 - $59.53

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).

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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 .

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 Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.