Executive Operations Administrator - 141266

University of California - San Diego Medical Centers; San Diego (CA); Hybrid; USD 87,000 - 127,000; Full time

Job summary

University of California - San Diego Medical Centers seeks an experienced administrative professional to provide comprehensive support to the Health Campus Development department, the CAO, and the Director. Responsibilities include calendar and meeting management, event planning, travel support, and cross-department communications.

The role also covers budget and PO maintenance, labor resource planning, and liaison with HR, IT, Payroll, and Supply Chain.

Qualifications

• 7+ years of related experience, education/training, OR a Bachelor's degree in related area plus 3 years of related experience/training.
• Familiarity with the organization's processes, protocols and procedures.
• Calendaring and managing multi-organizational meetings.
• Knowledge of FERPA and related federal regulations.
• Strong proficiency in common computer applications and data handling.
• Solid analytical and problem-solving skills.
• Ability to communicate effectively with diverse stakeholders and maintain discretion.

Responsibilities

• Support the Health Campus Development department and assist staff to achieve goals and streamline operations.
• Provide operational reporting, weekly tools, and escalation techniques; support monthly scorecards and performance reporting.
• Collaborate with Facilities, Finance, HR, and IT to enhance efficiency and cross-functional alignment.
• Conduct surveys and studies to drive quality improvements in project execution and resource management.
• Coordinate special projects and liaise with internal and external partners to maintain aligned processes.

Education

Bachelor's degree in related area

Tools

Outlook

Teams

SharePoint

Word

PowerPoint

Excel

Job description

Full suite of administrative support for the Health Campus Development department, the CAO, & the Director (calendar & coordination, meeting management, proactively resolve calendar conflicts, event planning, travel support, department & division communications, etc), financial management support (budget report reviews, PO maintenance, non-labor submissions), labor resource management (timekeeping, productivity reviews, people planning, interview coordination, org chart maintenance), external department liaison (HR, IT/IS, Payroll, Supply Chain, operational clinical leaders, etc), and general business support (fleet maintenance, supply logistics, space setup, etc).

Job Responsibilities

• Support the general needs of the Health Campus Development department and help staff achieve their goals & objectives and support local operations, including long-term efforts to identify, assess, track, and implement efficiencies in operations (labor & non-labor); support a system-framework with a renewed and structured focus on quality, timeliness, and customer service; collaborate with administrative partners (Supply Chain, Finance, HR, IS,) for the benefit of all; and, provide analytic support across local operations.
• Provide operational support across the department, including daily engagement, weekly reporting tools and escalation techniques, monthly scorecard reporting, performance reporting, and organizational collaboration support.
• Partner with Facilities Planning, Design, and Construction teams and Campus Project Management in all ways aligned with the full suite of administrative support.
• Perform surveys and studies in support of quality improvements related to project execution and resource management.
• Operational improvement project-based coordination and co-management with internal partners and external departments (THT, OEC, Finance, Campus, etc).
• Organizing, designing, and drafting organizational website content.
• Manage, plan, and administer a range of administrative operations with intent to drive department-wide alignment and organization with established tools, structure, standards, and best practices.
• Special projects, as assigned.

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. Related experience: supporting C-suite executives in large, complex corporate environments.
• Familiarity with the organization's processes, protocols and procedures.
• Calendaring and managing multi-organizational meetings.
• Knowledge of federal regulations such as FERPA.
• Thorough knowledge of common organization-specific and other computer application programs.
• Solid analytical / problem-solving skills.
• 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.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.

Preferred Qualifications

• Full proficiency in relevant software tools including Outlook, Teams, Sharepoint, Word, PowerPoint, and Excel. Comfort and interest in learning new tools as needed.

Special Conditions

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

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).