Executive Assistant- Hybrid - 136536

Payroll Title:

ADMIN OFCR 2 CX Department:

SURGERY Hiring Pay Scale

$32.75 - $50.62 / Hour Worksite:

Hillcrest Appointment Type:

Career Appointment Percent:

100% Union:

CX Contract Total Openings:

1 Work Schedule:

Days, 8 Hour Shifts, Monday - Friday

# Executive Assistant- Hybrid

Filing Deadline: Fri 9/12/2025

Apply Now

UC San Diego values equity, diversity, and inclusion. 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 9/03/2025 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 9/12/2025. 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 on Campus (3 days) and remote (2 days).

Description

The Department of Surgery is one of the largest departments in the School of Medicine and is comprised of 102 full time faculty members, 220 voluntary faculty members, 20 physicians employed on MSP agreements, 25 doctors employed by the VA or other facilities, 77 accredited and 13 non-accredited trainees and 100 career staff. Activities are organized in 13 sub-specialty divisions. Annual expenditures across the Department total over $66.5M with a global research portfolio of over $19M. The missions of research, education and patient care are intertwined, and are integral to the goals of the department. As a leader in research and patient care, the UC San Diego Department of Surgery is committed to providing the latest in expert and compassionate treatment, performing leading-edge research, and training the next generation of top plastic surgeons. UC San Diego Health is currently ranked among America's best hospitals by U.S. News & World Report.

The Executive Assistant will manage and provide high-level administrative services and operational support to the Plastic Surgery Division Chief. Executive Assistant will manage and provide high level operational support, as well as other faculty as needed.

Duties include coordinating meetings and creating agenda for meetings; coordinating travel; managing schedules, independently composing and proofing a high daily volume of correspondence while coordinating appropriate actions to resolve any issues that arise. Provide planning and support for division events. Format PowerPoint presentations. Coordinate/oversee general office duties. All duties require the use of tact, strict confidentiality in the handling of sensitive information, independent judgment, discretion and flexibility.

The Executive Assistant will follow best practices and compile and analyze information to provide long-range planning of administrative practices.

The Executive Assistant is responsible for triaging all correspondence and calls on behalf of the Division Chief, drafting correspondence (including confidential and sensitive related content). Will interface with all levels of academia, and department personnel.

Additional responsibilities include prepare technical materials and information for meetings, conferences and events. Provide academic support including, but not limited to, updating CV, UCSD BioBibliography, NIH biosketches, submissions for publication, updating listings of grants, as well as support the processing of visas for international staff and visitors.

The Executive Assistant will use professional concepts to apply organizational policies and procedures to oversee a wide and complex variety of ongoing administrative operational issues, analyze and resolve operational issues of moderate to high level scope, and special projects as needed.

Minimum Qualifications

• Seven (7) years of related experience, education/training, OR a Bachelor's degree in related area plus three (3) years of related experience/training.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use sound judgment in responding to issues and concerns.
• Ability to use discretion and maintain confidentiality.
• Administrative experience in order to perform the essential functions of the position to include office administration and management, complex scheduling, international and domestic travel arrangements, and long-range planning.

PREFERRED QUALIFICATIONS

• Knowledge and understanding of University and departmental policies and procedures (e.g., prepare travel, reimbursement and entertainment forms with the knowledge of UCSD policies and procedures as they relate to travel and campus services) and working knowledge of University-wide and UCSD organizations and structures.
• Two (2) or more years of demonstrated experience supporting high level executive.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.
• Must be available to work flexible hours, including weekends and evenings when required overtime.

Pay Transparency Act

Annual Full Pay Range: $68,382 - $105,695 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $32.75 - $50.62

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.

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

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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.

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