University of California Job - 29893096 | CareerArc
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Company: University of California
Location: San Diego, CA
Career Level: Entry Level
Industries: Government, Nonprofit, Education


The Division of Dysmorphology and Teratology within the department of Pediatrics is involved in four major areas: 1) providing clinical services to patients with birth defects and developmental disabilities, 2) providing public health services in counseling patients, providers and education to the public about prenatal exposures and exposures during breastfeeding and their impact on child development and health, 3) a teaching program that includes undergraduate students, graduate students in epidemiology, medical students, and post -doctoral students, pediatrics, epidemiology, health behavior, global health, pharmacy, and other specialties; and 4) conducting clinical research.

The Center for Better Beginnings within the Division of Dysmorphology and Teratology in the Department of Pediatrics at UCSD conducts research studies to better understand the causes, prevention and treatment of birth defects and developmental disabilities. Research programs and projects within the Division involve federal, state and industry sponsored grants and contracts totaling over $40 million. These encompass national and international studies that require complex interrelated infrastructure and shared resources both within the Division and with collaborators and subcontractors outside the Division.

This position provides administrative support for the Division of Dysmorphology and Teratology. Position requires tact and strict confidentiality in the handling of sensitive information, as well as independent judgment and organizational skills to prioritize demands of the Division faculty, PIs, and managers. Duties include but are not limited to: scheduling and managing calendars for Division faculty/PIs; establishing, arranging, and reconciling travel events; providing academic affairs support to Division faculty and academic staff; assisting with funding applications, submissions and renewals; serving as a liaison with outside departments, organizations, agencies, and the public; processing and reconciling charges and expenses for the Division; attending and recording minutes for meetings; ordering supplies and equipment; and preparing correspondence and documents as needed.


  • Proenv experience at mid-level administrative support and ability to represent the Division and its faculty/PIs in a highly professional and positive light to all contacts.

  • Demonstrated administrative skills including maintaining calendars, scheduling meetings and conferences, answering phones, and organizing and maintaining files.

  • Strong experience providing academic support to faculty including but not limited to maintaining CVs, BioBibs, and other documents required for grant/contract proposals and/or academic merit/promotion review.

  • Advanced skills and experience using web-based technologies, spreadsheets, databases and word processing software, including Microsoft Word, Excel, Outlook, Meeting Maker, PowerPoint, Filenet.

  • Experience planning and making complex logistical arrangements for events and travel. Experience independently researching, compiling, organizing, interpreting and selecting data/materials from various sources.

  • Demonstrated experience proofreading and editing a wide variety of documents with knowledge and proper use of English grammar and punctuation.

  • Excellent interpersonal skills, including tact, diplomacy and flexibility. Ability to interact effectively with faculty and individuals in and out the University to promote positive relationships and to ensure that their needs are met.

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

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

Preferred Qualifications

  • Knowledge of federal, state, and private agency requisitions as they relate to contract and grant preparation and administration.
  • Knowledge of UCSD policies and procedures as well as systems (e.g., FinancialLink, Marketplace, MyTravel, MyEvents) for processing reimbursements, payments, electronic travel vouchers and advances, purchase orders and requisitions, check requests, and campus recharges.

Special Conditions

  • Employment is subject to a criminal background check.
  • Occasional evenings and weekends may be required.

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