Executive Assistant - Diabetes Research Center - 114733

University of California - San Diego
La Jolla, CA

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Employment Type
Full Time
Institution Type
Four-Year Institution

UCSD Layoff from Career Appointment: Apply by 02/22/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 03/04/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of working both onsite at La Jolla and remote.


The Pediatrics Diabetes Research Center (PDRC) is a consortium of researchers and clinicians working to develop new therapies to treat, prevent and ultimately cure type 1 diabetes. Combining the pediatric diabetes services at Rady Children's with the research resources of UCSD Pediatrics Division of Endocrinology, the Center is currently home to 10 principal investigators with approximately 30 researchers distributed in the several labs with a budget exceeding $5M/year from federal and non-federal funding agencies. The research focus is on type 1 diabetes, though projects investigating type 2 diabetes and the shared complications of both diseases complete a comprehensive palette of diabetes discovery.

Under the general supervision of the Pediatric Diabetes Research Center (PDRC) Director, coordinates the day-to-day business operations of the Center, including facilitation of contract and grant proposal submission and administration, personnel matters including faculty and staff recruitment, organization of meetings and events, fund raising/development activities support. Provide support for planning and offer recommendations/resolution to problems. Will also facilitate completion of reports and serve as liaison on behalf of the Center Director, perform special projects, and respond to queries regarding complex issues and information. Will supervise the management, maintenance, and development of the electronic filing systems, all purchasing for the lab and office, coordinates travel, and provides general office support. Provide full scope of office management and senior level support; manage workflow, calendars, and schedules. Develop and maintain tracking system for pending projects, assignments and all associated deadlines.

  • Advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.

  • Superb interpersonal skills to successfully interact with a variety of people, including high-level executives, civic leaders, and members of the community from diverse cultures and backgrounds. Ability to exercise political acumen and maintain strict confidentiality (in interactions with both internal and external people) concerning work-related information.

  • Proven excellent computer skills, including at least intermediate-level ability with Microsoft Office programs. Ability to create complex spreadsheets and Word documents.

  • Demonstrated experience with complex calendaring, travel, and event planning.

  • Skill in analyzing information, situations, practices, or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.

  • Strong ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Ability to control situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities.

  • Skill to communicate effectively, diplomatically, and professionally, both orally and in writing.

  • Experience in contract and grant proposal formats, preparation, submission and administration, as well as knowledge of Federal, State and private granting agency regulations.
  • Knowledge of UCSD Policy and Procedures. Familiarity with UCSD systems, including IFIS, Financial Link, Travel, etc.
  • Experience with academic review processes to include coordination of academic review file submission, maintaining up-to-date electronic curriculum vitae, bibliography, course review materials and professional materials, ensuring all materials are in the proper format; published articles, book chapters, and abstracts.
  • Experience working in research laboratory and clinical settings.
  • Employment is subject to a criminal background check.
  • Must be able to work regular overtime as needed.
  • Reliable transportation and insurance in order to travel to meetings at Rady Children's, UCSD Medical Center (Hillcrest), or Department of Pediatrics Business office.
  • Voluntary completion of identification and EPIC access badging requirements for Rady Children's Hospital.

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