Research Group Administrative Assistant - 140204

Payroll Title

BLANK AST 3

Department

MARINE PHYSICAL LABORATORY

Hiring Pay Scale

$29.42 - $34.53/ Hour

Worksite

SIO

Appointment Type

Career

Appointment Percent

100%

Union

CX Contract

Total Openings

1

Work Schedule

8 hrs/day, Mon-Fri

#140204 Research Group Administrative Assistant

Filing Deadline: Thu 7/9/2026

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UC San Diego values and welcomes people from all backgrounds. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 06/30/2026 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 requires candidate to be a U.S. Citizen or U.S. Permanent Resident.

Description

Under general supervision of the MPL Purchasing and Research Operations Support Manager, the Research Group Admin Assistant will independently be responsible for organization, analysis, and execution of executive level administrative support for Marine Physical Laboratory's Director, Deputy Director, faculty, academics, engineers and their professional staff and students located in MPL's Isaac's Hall location.

Additional Responsibilities Involve

• Serve as liaison between Pt. Loma and the administrative offices as well as a liaison between Isaacs Hall and the SIO facilities management team for work orders and custodial services.
• Assist in coordinating the MPL Summer Internship program, including organizing luncheons and social events as needed.
• Independently responsible for complex group and foreign visitor travel arrangements including Concur requests and reconciliations, travel reimbursements, ships schedules/sea cruises, Field Safety Research Plans, business travel accident insurance, etc.
• Process all purchasing for Isaacs Hall academics and staff by credit card, Oracle, or PO when necessary.
• Coordinate complex shipping of oceanographic equipment and containers including coordinating with MPL foreign shipping personnel and SIO HAZMAT office and UCSD Logistics, HAZMAT specialists, UCSD export control office, American Cargo Service, and outside freight forwarders. Independently responsible for organizing and coordinating conferences, meetings, workshops. *Provide unit orientation for Visiting Scholars, volunteers and other employees and students located in Isaacs Hall. Serve as back-up to OAR, Spiess, Nierenberg, Ritter, and Vaughan Hall administrative offices during absences or periods of heavy workload.
  
  

Qualifications

• Experience coordinating meetings and special events including logistics: e.g. audio/video equipment, space scheduling, catering, etc.
• Working knowledge of procedures for domestic shipping and knowledge of procedures for foreign shipping. Knowledge of HAZMAT policies and procedures for hazardous materials shipping.
• Experience with complex travel administration. Demonstrated knowledge of federal, state, and private agency funding regulations (NSF, DOE, NASA, ONR, NOAA, etc.) as it relates to travel and purchasing.
• Knowledge of academic leave forms and leave policies and procedures.
• Knowledge of various visas including: business (B1), business waivers, TN, PR, and J and H scholar visas as applied to travel regulations, reimbursement and employment.
• Proven knowledge and experience with UC purchasing procedures: credit card purchasing, Oracle LVPO's, on-line ordering.
• Demonstrated experience coordinating a departmental internship program.
• Demonstrated ability to work with detailed information in an accurate manner within established deadlines.
• Skill in developing, implementing and maintaining record keeping and filing systems. Skill in effectively organizing computerized files and information.
• Ability to concentrate with frequent interruptions.
• Strong interpersonal skills needed to interact effectively with a wide variety of personalities and behavior patterns in person and on phone, exercising tact and diplomacy with emphasis on flexibility and professionalism and ability to act with discretion regarding sensitive and confidential matters.
• Proficient using a Macintosh, Mac operating system in a networked environment.
• Advanced experience using numerous computer systems, software and applications including Macs and MS Word, Excel, Acrobat, Mail.
• Proven ability to organize and prioritize work effectively with large volume and multiple responsibilities to meet deadlines and changing priorities and to make sound judgments and take initiative.
• Demonstrated experience and skill to work independently, identify problems, implement and recommend solutions, using good judgment.
• Proven ability to read, interpret and apply policies, rules and regulations.
• Ability to work well as a member of a team and to maintain communication with business office located off-campus. Ability to illicit and/or ascertain what information and details are needed and to communicate same to the appropriate MPL business office personnel. Ability to communicate information clearly and effectively both orally and in writing, in person and by phone.
  
  

SPECIAL CONDITIONS

• Position is expected to travel to campus and various off-site locations at least 5-10% of the time (1-2 times per week).
• Able to travel locally to on-site meetings and conferences and to other buildings at SIO La Jolla campus and Point Loma.
• Must be US Citizen or Permanent Resident to have access to primary MPL administrative offices.
• 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).

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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.

• "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
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace