Executive Operations Administrator - 141266

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

Job summary

UC San Diego Health in San Diego seeks an Executive Operations Administrator to provide comprehensive administrative support to the Health Campus Development department, CAO, and Director. Responsibilities include calendar coordination, meeting management, travel support, and communications.

This role also handles budget/PO processes, labor resource management, and coordination with HR, IT, Payroll, and Facilities to ensure smooth operations.

Qualifications

• Seven years of related experience, or a Bachelor's degree plus three years in related work.
• Experience supporting C-suite executives in large, complex environments.
• Calendaring and managing multi-organizational meetings.
• Knowledge of FERPA and confidentiality.
• Solid proficiency with common office software and analytical skills.

Responsibilities

• Provide administrative support to the Health Campus Development department, CAO, and Director; calendar management, meeting coordination, travel support, and communications.
• Financial management support: budget report reviews, PO maintenance, non-labor submissions.
• Labor resource management: timekeeping, productivity reviews, interview coordination, org chart maintenance.
• External liaison with HR, IT/IS, Payroll, Supply Chain and clinical leaders for operational efficiency.
• Organize, design, and maintain department website content; drive department-wide alignment using established tools and standards.

Skills

C-suite support

Calendaring

Confidentiality

Communication

Multi-tasking

Analytical skills

Education

Bachelor’s degree in related area

Tools

Outlook

Teams

SharePoint

Word

PowerPoint

Excel

Job description

#141266 Executive Operations Administrator

Filing Deadline: Wed 9/23/2026

Job Details

• Payroll Title: ADMIN OFCR 3 CX
• Department: Health Campus Development
• Hiring Pay Scale: $87,191.75 - $127,027.66 / Yr
• Worksite: Hillcrest
• Appointment Type: Career
• Appointment Percent: 100%
• Union: CX Contract
• Total Openings: 1
• Work Schedule: Days, 8-Hour Shifts, Monday-Friday

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).

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 is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and dozens of outpatient clinics. 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.

a. "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