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

UC San Diego; San Diego (CA); On-site; USD 87,000 - 127,000; Full time

Job summary

UC San Diego is seeking an Administrative Officer 3 to provide high-level administrative support in the School of Medicine Dean's Office. The role includes coordinating executive-level events, managing complex calendars, and advancing strategic priorities in a fast-paced academic medicine environment.

The incumbent will interact with senior leaders, faculty, staff, and external stakeholders, requiring discretion, strong planning skills, and thorough knowledge of university policies and

Qualifications

• Seven years of relevant experience, or a related Bachelor's plus three years of applicable experience.
• Thorough knowledge of University rules and regulations, processes, budgeting and fund management, and personnel management.
• Strong written and verbal communication, including preparing professional correspondence, reports, agendas, and briefing materials.
• 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 with senior leaders, staff, and external stakeholders.

Responsibilities

• Coordinate executive-level events and manage leadership calendars.
• Support academic and faculty affairs leadership and initiatives.
• Assist with budgeting, accounting, contracts and grants, and governance-related tasks.
• Prepare reports, briefing materials, agendas, and meeting documentation.

Skills

Interpersonal communication

Verbal communication

Written communication

Strategic thinking

Problem solving

Analytical thinking

Customer service

Leadership coordination

Time management

Attention to detail

Education

Bachelor's degree in related area

Tools

Microsoft Office

Job description

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).