Admin. Officer III, Deans Office/Med School - 141395

University of California San Diego; San Diego (CA); On-site; USD 87,000 - 100,000; Full time

Job summary

UC San Diego is seeking an Admin Officer III to support the Dean's Office of the School of Medicine. The role requires handling executive calendars, complex scheduling, event coordination, and confidential governance activities.

The incumbent will collaborate with senior leaders, faculty, staff and external partners while ensuring adherence to university policies and budgets. Strong communication, planning, and organizational skills are essential.

Qualifications

• Seven years of relevant experience or a Bachelor's in a related area plus three years of applicable experience.
• Thorough knowledge of university rules, budgeting and personnel management.
• Experience communicating professionally with senior leaders and preparing briefing materials.

Responsibilities

• Provide high-level administrative, operational, event and project support for the Dean's Office.
• Coordinate executive-level events, agendas and calendars across departments.
• Manage multiple priorities with discretion and confidentiality.

Skills

Executive support

Budget management

Event planning

Communication

Confidentiality

Project coordination

Education

Bachelor's degree in related area

Tools

Microsoft Office

Job description

Payroll Title: ADMIN OFCR 3 CX

Department: DEANS OFC-MED SCHOOL

Hiring Pay Scale: $87,191.75 -$100,148.83 / Year

Worksite: La Jolla

Appointment Type: Career

Appointment Percent: 100%

Union: CX Contract

Total Openings: 1

Work Schedule: Days, 8-Hour Shifts, Monday-Friday

#141395 Admin. Officer III, Deans Office/Med School

Filing Deadline: Tue 10/6/2026

UCSD Layoff from Career Appointment: Apply by 9/25/2026 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.

DESCRIPTION

The University of California San Diego (UC San Diego) School of Medicine (SOM) is dedicated to serving its communities and creating a healthier world by being the preeminent destination for transformative, innovative, and impactful research, medical education, and clinical care.

As the only medical school in the region and the largest school at UC San Diego, SOM is home to nearly 1,795 faculty, 900 medical and graduate students, and over 1,000 residents and post-doctoral fellows across 20 academic departments. SOM is housed within UC San Diego Health Sciences, which comprises three professional schools, more than 30 research institutes, and a growing clinical practice at UC San Diego Health—the top-ranked health system in the region.

In fiscal year 2023, the School of Medicine secured nearly $743 million in research awards, accounting for 78% of research funding within Health Sciences.

The Office of the Dean is responsible for leading SOM’s overall strategic vision; developing and implementing initiatives that enhance teaching, research, and clinical care across its departments, the Division of Medical Education and Division of Graduate Education; and establishing collaborative partnerships across campus and the community to advance its mission.Under general supervision, the Administrative Officer 3 provides high-level administrative, operational, event, and project support within the School of Medicine Dean's Office. The incumbent serves as a key member of the Dean's Office team, coordinating executive-level events, supporting academic and faculty affairs leadership and initiatives, and advancing strategic priorities of the School of Medicine.

The position requires strong judgment, discretion, organizational skill, and the ability to manage multiple priorities in a fast-paced academic medicine environment. The incumbent routinely works with senior leaders, faculty, staff, campus partners, and external stakeholders.

MINMUM QUALIFICATIONS

• Seven (7) years of relevant experience or a Bachelor's in a related area plus three (3) years of applicable experience.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Strong written and verbal communication skills, including the ability to prepare professional correspondence, reports, presentations, agendas, and briefing materials.
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. Experience coordinating leadership retreats, employee recognition events, governance meetings, or institution-level initiatives. Experience planning and managing complex events at the dean's or vice chancellor's office level, or for comparable senior executive leadership.
• Ability to use discretion and maintain confidentiality. Demonstrated ability to exercise sound judgment, maintain confidentiality, and work effectively with senior leaders, faculty, staff, and external stakeholders.
• Strong skills in short-term planning, analysis, problem-solving, and customer service. Strategic thinking, sound judgment, adaptability, and problem-solving.
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Experience providing executive leader calendar management and administrative support, including complex scheduling and meeting coordination.
• Demonstrated project management and organizational skills, with the ability to manage multiple priorities and competing deadlines.
• Proficiency with Microsoft Office applications and other business productivity and collaboration tools.
• Ability to work independently and collaboratively across organizational boundaries.
• Exceptional attention to detail, prioritization, and follow-through.
• Experience managing complex events from planning through execution, including budgeting, vendor coordination, logistics management, participant communications, registration, facility coordination, and post-event assessment.
• Experience coordinating executive-level committees, governance bodies, boards, councils, or advisory groups, including agenda development, meeting logistics, action-item tracking, records management, and follow-up activities.
• Solid knowledge of common University-specific computer application programs. Proficiency with Microsoft Office applications and other business productivity and collaboration tools.

PREFERRED QUALIFICATIONS

• Experience providing administrative support to academic and faculty affairs leadership, including faculty and academic affairs functions, preferably within higher education, academic medicine, health sciences, or a research-intensive university environment.
• Knowledge of University of California policies, procedures, and administrative practices.
• Experience developing project-tracking tools, dashboards, executive briefing materials, and status reports.

SPECIAL CONDITIONS

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check.

Pay Transparency Act

Annual Full Pay Range: $87,192 - $127,028 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $41.76 - $60.84

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).

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.

For the University of California’s Anti-Discrimination Policy, please visit https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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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.

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