UC San Diego Health · 9 hours ago
Administrative Operations Coordinator - 138030
San Diego, CA
Full-time
Onsite
Mid, Senior Level
$32.75/hr - $50.62/hr
6+ years expUC San Diego Health is a prominent institution within the UCSD School of Medicine, recognized for its comprehensive clinical programs and research initiatives. The Administrative Operations Coordinator will provide high-level administrative support to department leadership, faculty, and staff, including scheduling, travel arrangements, and financial management of research budgets.
Health Care
Responsibilities
Provide the highest level of administrative support to department leadership, faculty and staff
Act as first point-of-contact for the Haddad Laboratory or other department research areas
Calendar and appointment scheduling
Meeting and conference planning
Domestic and international travel arrangements
Travel reimbursement and reconciliation
Purchasing Division supplies and equipment
Financial summaries of research budget and expenditures
Coordinate high-level personnel actions including recruitment, event planning, and academic file reviews
Work closely with Director of Administrative Operations to schedule and coordinate administrative training meetings, and produce materials as requested
Qualification
Required
Six (6) years of related experience, education/training, OR a Bachelor's degree in related area plus two years of related experience/training
Ability to use sound judgment in responding to issues and concerns
Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Exercises tact, mature judgement, diplomacy and flexibility to promote positive working relationships and job effectiveness. Skill at negotiating with various personalities and developing internal and external network of contacts
Solid organizational skills and ability to multi-task with demanding timeframes. Strong time management, organizational and follow-up skills to prioritize and complete tasks and projects within set timelines. Ability to work under pressure to meet tight deadlines and adapt to changing priorities. Strong decision-making skills to effectively respond to unexpected events and crises
Working knowledge of common organization-specific and other computer application programs. Above average skills using Word, Excel, PowerPoint or similar programs, Eudora or similar email systems, extensive web site and on-line skills. Fast, accurate typing and word processing skills. Ability to compose correspondence from transcription tapes and direct dictation. Ability to perform detailed work with accuracy and in the time period required
Ability to use discretion and maintain confidentiality. Demonstrated ability to act on initiative and exercise independent judgement in executing a wide variety of functions and maintaining absolute reliability in handling confidential and sensitive matters. Strong analytical and critical thinking skills to identify problems and develop innovative solutions. Ability to examine and question policies, processes, and procedures in order to gain a stronger understanding of, as well as to offer recommendations for improvements to such items/issues
Demonstrated skill in training, managing and leading the work of others. Ability to train, motivate and direct staff of various professional qualifications, with proven ability to delegate tasks and solve problems creatively
Proven ability to develop, analyze and carry out program and project objectives and work with others in achieving organizational goals. Ability to research, gather and organize information to produce concise reports using various resources
Experience working in administrative role in an academic medical Department in a University setting
Experience with planning and managing events in a large academic/medical setting, including providing day-of logistical support and troubleshooting
Experience with making travel arrangements, handling travel reimbursements, and reconciling expenses against the appropriate funding source
Experience with P Cards and Procurement/T&E card reports
Experience with the Campus Asset Management System (CAMS)
Experience with Concur
Familiarity with Notice of Award (NOA) and Financial Expenditure Report (FER)
Experience with Kuali Research
Preferred
Working knowledge of state and federal grant application, submission and reporting requirements. Knowledge of University policies, procedures and practices regarding: Accounting, Purchasing, Disbursements, Financial Link Mail Services, Conference and Catering Academic and Staff Personnel, Student Affairs, Affirmative Action Contracts and Grants, Budgets, Conflict of Interest Animal, Human Subject and Clinical Protocols Business correspondence
Experience with the University of California (UC) Outside Activity Tracking System (OATS) and Electronic Certification of Effort and Reporting Tool (ECERT)
Company
UC San Diego Health
UC San Diego Health is the only academic health system in the San Diego region.
10001+ employees
H1B Sponsorship
UC San Diego Health has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (308)
2024 (261)
2023 (232)
2022 (223)
2021 (131)
2020 (105)
Funding
Current Stage
Late StageTotal Funding
$0.2MKey Investors
The Beryl InstituteThe Conrad Prebys Foundation
2025-10-31Grant
2023-06-26Grant· $0.2M
Leadership Team
Christian Dameff
Medical Director of Cybersecurity
Sandip Patel
Professor
Recent News
2025-11-08
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