Executive Assistant - Hybrid - 136593

UC San Diego Health; San Diego (CA); On-site; USD 40,700 - 88,030; Full time

Job summary

A leading health organization in San Diego seeks an Executive Assistant to support the Department Chair and Physics Division. The role involves managing complex calendars, coordinating travel, preparing budgets, and overseeing faculty recruitment. Ideal candidates should have strong executive administrative skills and proficiency in relevant software. This position offers an annual pay range from $40,700 to $88,030.

Qualifications

• Demonstrated ability providing executive-level administrative assistance.
• Experience managing complex calendars and travel.
• Ability to work with frequent interruptions and manage multiple projects.

Responsibilities

• Manage complex calendars and schedule meetings with independent decision-making.
• Prepare and monitor budgets for the Physics Division.
• Draft reference letters and coordinate faculty recruitment activities.

Skills

Executive-level administrative assistance

Complex calendar management

Budget management

Data interpretation and presentation

Proficiency in Word, Excel, PowerPoint

Excellent communication skills

Tools

Oracle

Concur

Job description

Executive Assistant to the Department Chair and the Physics Division. This position provides high-level executive support, manages daily and long-term calendars, coordinates meetings and travel, prepares and monitors budgets for the Physics Division and Learning Center, drafts reference letters, oversees faculty recruitment, and coordinates faculty development activities. Additional duties may be assigned as needed.

Responsibilities

• Manage complex calendars and schedule meetings, events, and travel with independent decision-making.
• Prepare and monitor budgets for the Physics Division and Learning Center.
• Draft reference letters and coordinate faculty recruitment and development activities.
• Coordinate travel arrangements and reimbursements; handle multiple projects with changing priorities.
• Provide executive-level administrative support to the Department Chair and Physics Division staff.

Qualifications

Minimum Qualifications

• Demonstrated ability providing executive-level administrative assistance to faculty and staff.
• Experience managing complex calendars; negotiating and scheduling travel; completing travel reimbursements.
• Experience in general accounting principles, budget management and analysis.
• Ability to research, interpret and present data; recommend solutions and implementation methods.
• Ability to work with frequent interruptions and manage multiple projects with changing deadlines.
• Proficiency with Word, Excel, PowerPoint, Google Sheets, and internet browsers.
• Excellent interpersonal, written, and verbal communication skills with a diverse population.

Preferred Qualifications

• Knowledge of UC Financial policies and procedures (Travel and Purchasing).
• Knowledge of University policies and procedures, forms, agreements, and systems including Oracle and Concur.
• Experience in a clinical administrative setting and in clinical oncology administration.
• Knowledge of medical and scientific terminology.

Special Conditions

• Employment is subject to a criminal background check.

Pay Transparency

• Annual Full Pay Range: $40,700 - $88,030 (may be prorated with appointment percentage).
• Hourly Equivalent: $19.49 - $42.16.
• Hiring Pay Scale reflects budgeted salary/hourly range; final pay may vary based on experience, skills, and organizational needs.

About UC San Diego Health Sciences

UC San Diego Health Sciences encompasses multiple schools, hospitals, and programs dedicated to health research and patient care. We value equity, diversity, and inclusion, and encourage qualified applicants to apply.

Application information: Applications/resumes are accepted for current job openings only. For full consideration, apply before the posted deadline. The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.