UCSD Layoff from Career Appointment: Apply by 7/20/26 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Reassignment Applicants: Eligible Reassignment clients should contact their Disability Counselor for assistance.
This position provides administrative support to a cluster of ladder rank faculty and other academic appointees, and/or one Department Chair in a large and complex academic School. Duties encompass a variety of activities in instructional support, event/meeting planning, faculty/visitor coordination and general administrative service.
Responsibilities include, course support (material preparation and ordering, producing and maintaining course web sites, and e-grading), full range of travel support activities from reservations through reconciliation, overseeing facility management (liaison for custodial services, key control, oversight of conference rooms, work orders, etc.), acting as liaison between faculty members and other on-and off-campus organizations, and making comprehensive arrangements for visitors and faculty recruitments (invitations, hotel, travel, appointment scheduling, etc.).
This position manages a high volume of communications and requires a great degree of independent judgment and discretion. If serving as an Assistant to Department Chair, responsibilities include directly working with Faculty Recruitment Committee and Department Chair to arrange recruitment travel, schedule various meetings and applicable talks.
~Position will have a Hybrid work schedule. Must be able to work At least three days onsite but can be more during midterms and finals and events.
Demonstrated knowledge, understanding and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions. Ability to exercise extreme diplomacy and mature judgment. Must be cognizant of various ongoing projects and future projects affecting schedules; workflows, etc., and be able to make decisions regarding work priorities.
Demonstrated experience and proven ability to provide a high level of independent support under the challenge and stress of frequent interruptions and frequently changing priorities and deadlines. Ability to handle multiple tasks simultaneously requiring detail and accuracy.
Customer service oriented with excellent interpersonal skills. Ability to work with a diverse group of people and communicate clearly and effectively via the telephone, e-mail and in person.
Ability to resolve conflicts while maintaining a professional relationship. Ability to demonstrate tact and diplomacy at all levels within and outside the University to promote and maintain positive relationships.
Clear and effective professional communication skills, both written and verbal. Strong proofreading skills with high attention to detail in written materials. Experience editing technical or specialized documents for clarity, structure, and adherence to formatting guidelines.
Ability to navigate and manage files within a Windows operating system. Proficiency in Microsoft Office, specifically creating formulas in Excel and drafting templates in Word. Proven adaptability in learning new software systems as implemented by the department.
Demonstrated ability to independently schedule, arrange and coordinate seminars/meetings/special events with national and international scientific participants and to create/maintain effective marketing material such as posters and flyers.
Ability to make foreign and domestic travel arrangements with the skill to research the most economical rates and prepare all travel-related forms for submission and reimbursement.
Skill to maintain confidentiality required by law and departmental policy for student grades, financial information, and general assignments, etc.
Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.
Position will have a Hybrid work schedule. Must be able to work At least three days onsite but can be more during midterms and finals and events.
Occasional overtime on evenings and weekends may be required.
Willingness and ability to perform errands at various locations on campus.
Willingness and ability to work in close proximity (same building or floor) to research labs, which may contain radioactive isotopes, lasers, and/or biohazardous materials.
Job offer is contingent upon satisfactory clearance based on Background Check results.
Pay Transparency Act
Annual Full Pay Range: $61,429 - $88,030 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $29.42 - $42.16
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).
If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.
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.
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.
Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
a. "Misconduct" means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct:
- UC Sexual Violence and Sexual Harassment Policy
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UC Anti-Discrimination Policy
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Abusive Conduct in the Workplace
