Executive Assistant, Dean's Office-Med School - 141347

San Diego Supercomputer Center; San Diego (CA); On-site; USD 100,000 - 120,000; Full time

Job summary

San Diego Supercomputer Center in San Diego, CA is seeking an Executive Assistant to the Dean of the School of Medicine. This role provides high-level executive support, manages the Dean's calendar, coordinates meetings, travel, and special engagements, and prepares briefing materials and correspondence.

The incumbent will liaise with senior university leaders, department chairs, donors, and external stakeholders, handling confidential matters with discretion and professionalism.

Qualifications

• Nine (9) years of experience or a Bachelor's degree in a related area plus five (5) years of experience.
• Advanced knowledge administrative processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Intermediate to advanced knowledge of common computer applications. Experience with a variety of administrative software.
• Strong analytical / problem-solving skills. Strong skills to analyze quickly and produce results/synopses of professional documents of high caliber.
• Political acumen and sensitivities to differing perspectives within all levels of the organization.
• Advanced service orientation.
• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing.
• Ability to multi-task with demanding timeframes and meet deadlines.
• Discretion and confidentiality.

Responsibilities

• Provide high-level executive support to the Dean of the School of Medicine.
• Manage the Dean's complex calendar; coordinate meetings, travel, and events.
• Prepare briefing materials and correspondence; ensure follow-through on priorities.
• Coordinate communication among School of Medicine departments, Health Sciences leadership, and external stakeholders.
• Support leadership recruitment activities and governance/ advisory committees.
• Contribute to efficient operation of the Dean's Office through process improvement.

Skills

Administrative experience

FERPA knowledge

Communication skills

Analytical skills

Discretion & confidentiality

Education

Bachelor's degree in related area

Tools

Administrative software

Job description

Payroll Title: EXEC AST 4

Department: DEANS OFC-MED SCHOOL

Hiring Pay Scale: $100,000 - $120,000

Worksite: La Jolla

Appointment Type: Career

Appointment Percent: 100%

Union: Uncovered

Total Openings: 1

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

Job ID #141347 Executive Assistant, Dean's Office-Med School

Filing Deadline: Fri 9/25/2026

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 more than 1,800 faculty, 1,000 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 2025, the School of Medicine secured nearly $654 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. The Executive Assistant to the Dean provides high-level executive support to the Dean of the School of Medicine and serves as a key member of the Dean's Office Administrative Core. Reporting to the Chief of Staff, the incumbent works independently to manage the administrative operations that support the Dean's leadership of the School of Medicine and ensures the effective coordination of executive priorities, communications, and activities. The position serves as a primary point of contact for the Dean and regularly interacts with senior university and health system leaders, department chairs, faculty, staff, donors, and external stakeholders. The incumbent handles highly sensitive and confidential matters requiring discretion, sound judgment, diplomacy, and professionalism. The Executive Assistant manages the Dean's complex calendar and schedule; coordinates meetings, events, travel, and special engagements; prepares briefing materials and correspondence; and ensures appropriate follow-through on priorities and commitments. The incumbent facilitates communication and coordination among School of Medicine departments, UC San Diego Health, Health Sciences leadership, campus partners, and external organizations; supports leadership recruitment activities, governance and advisory committees, and special projects led by the Dean and Chief of Staff; and contributes to the efficient operation of the Dean's Office through continuous process improvement and implementation of administrative best practices.

UCSD Layoff from Career Appointment: Apply by 9/16/2026 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.

Minimum Qualifications

• Nine (9) years of experience or a Bachelor's degree in a related area plus five (5) years of experience.
• Advanced knowledge administrative processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Intermediate to advanced knowledge of common computer applications. Experience with a variety of administrative software.
• Strong analytical / problem-solving skills. Strong skills to analyze quickly and produce results/synopses of professional documents of high caliber.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Advanced service orientation.
• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing. Strong skills to communicate clearly and effectively in person, on the phone and in writing. Superior English grammar and spelling skills.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes. Demonstrated ability to prioritize workload and meet frequent deadlines in a timely manner.Demonstrated ability to work well under pressure in a dynamic and fast paced environment. Demonstrated organizational skills.
• Ability to use a high level of discretion and maintain all confidentiality. Absolute reliability in matters of confidentiality.Ability to exhibit mature judgement and decision-making ability.
• Small to mid-level project management skills.
• Demonstrated advanced experience providing high-level management support and advice to high level academic Executives, preferably in an academic medical center, on a wide range of issues associated with complex problems of a highly confidential and extremely sensitive nature.
• Demonstrated advanced experience serving as a primary liaison for a senior executive in an academic institution, interfacing with senior leaders as well as all levels of personnel. Demonstrated advanced experience serving as representative for an executive in regards to interactions with the community, VIP/donors, and campus-related meetings/briefing/committees.
• Ability to work well with academics, staff members and students, and news media and other public representatives.
• Advanced knowledge of governance of academic institution, instructional and research programs.
• Demonstrated ability to be meticulous about details required to complete assignments properly.
• Excellent interpersonal skills, including tact, diplomacy, flexibility, professionalism and hospitality with fellow workers, faculty and visitors.
• Demonstrated experience and proven ability to function at a high administrative level and represent the University's best interests at all times.
• Ability to exhibit Principles of Community - Leadership and mentoring - Strong communication skills - Organizational management - Priority setting.
• Knowledge of UC policies and procedures, as well as UC San Diego campus and Systemwide administration organization.
• Must have access to reliable transportation.

Preferred Qualifications

• Advanced knowledge and experience working in an academic, health or health sciences setting. Advanced knowledge of the principles of higher education and of an academic institution's organization, structure, and function.
• Understanding of UC San Diego and UCOP organizational structures, departments and units, and communication channels.
• Knowledge of UC policies and procedures, as well as UC San Diego campus and Systemwide administration organization.
• Advanced knowledge of governance of academic institution, instructional and research programs.
• Knowledge of biomedical education systems and graduate medical education.
• Proven ability to focus on key issues with an understanding of the broad range of issues facing a senior administrator in an academic medical center environment.

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: $81,600 - $147,800 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $39.08 - $70.79

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.

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.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

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