Ophthalmology Education Programs Assistant - 142059

San Diego Supercomputer Center; San Diego (CA); On-site; USD 45,000 - 66,000; Full time

Job summary

UC San Diego Ophthalmology is seeking an Education Programs Assistant to support fellowship programs and medical student rotations, collaborating with the Vice Chair of Education, Fellowship Directors, and the Residency Coordinator.

You will coordinate recruitment, onboarding, scheduling, and educational activities, including international fellows, and assist with conference planning, travel arrangements, and program reporting in a fast-paced academic medical setting.

Qualifications

• Experience supporting trainee programs in a high-paced academic setting.
• Ability to manage multiple priorities with minimal supervision.
• Excellent interpersonal and written communication across diverse groups.
• Knowledge of health professions education policies and regulatory requirements.
• Strong organizational skills and discretion in handling sensitive information.
• Proficiency with PC and MAC environments and common office software.
• Ability to coordinate seminars, meetings and events with national and international participants.

Responsibilities

• Coordinate fellowship programs and medical student rotations, and support the Residency Program.
• Organize conferences, seminars and educational events; manage travel, stipends, reimbursements, purchase orders and approvals.
• Arrange visits for visiting students and guests; prepare related correspondence.
• Schedule and support in-person and virtual meetings; coordinate rooms and technology for national/international events.
• Process forms and documents for monthly and fiscal year-end reporting; maintain documentation.
• Provide coverage during peak periods and work with the Department Business Office on education projects.

Skills

Administrative support

Communication

Scheduling and coordination

Discretion and judgment

Multitasking in fast-paced environment

Interpersonal skills

Attention to detail

Problem solving

Tools

PC and MAC systems

Word processing

Spreadsheets

Web development software

Publication software

Job description

Payroll Title

HEALTH PROFNS EDUC SPEC 2 CX

Department Ophthalmology

Hiring Pay Scale

$32.75 - $47.70 / Hour

Worksite Shiley Eye Institute

Appointment Type Career

Appointment Percent 100%

Union CX Contract

Total Openings 1

Work Schedule 8 hrs/day, Monday-Friday

#142059 Ophthalmology Education Programs Assistant

Filing Deadline: Tue 11/17/2026

UC San Diego values and welcomes people from all backgrounds. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

Description

The Department of Ophthalmology comprises 45 faculty physicians and scientists, 12 resident physicians, 13 postdoctoral physicians and scientists (including clinical and research), and over 200 staff members across seven divisions: Glaucoma, Retina, Cornea & Refractive Surgery, Pediatrics, Oculoplastic, Uveitis, and Neuro-Ophthalmology. Clinical services are provided at the Shiley Eye Institute, Ratner Eye Center, Perlman Medical Office, Hillcrest Eye Center, and the Veterans Administration (VA) Hospital. The Department of Ophthalmology has the largest single outpatient clinic at the University of California, San Diego, with over 130,000 visits annually. Additionally, over 12,000 surgical cases are performed. Research is conducted at the Viterbi Family Vision Research Center, the Hamilton Glaucoma and the Jacobs Retina Center.

The Department of Ophthalmology is rapidly growing and looking to expand its practice at the Shiley Eye Institute and in regional satellites, including possible acquisitions of existing practices.

Reporting to the department Operations Manager, the Education Programs Assistant supports the administrative operations of the Department of Ophthalmology’s education programs, working closely with the Vice Chair of Education, Fellowship Directors, the Residency Coordinator and the Department Business Office. The position is primarily responsible for coordinating the department’s fellowship programs and medical student rotations, and also supports the Residency Program. The role requires strong organizational skills, close attention to detail, discretion, clear communication and the ability to manage competing priorities in a fast-paced academic medical environment.

Fellowship Programs Serves as the central point of contact for fellows and fellowship applicants across the department’s seven fellowship programs: Cornea and Refractive Surgery, Glaucoma, Ophthalmic Plastic & Reconstructive Surgery, Pediatric Ophthalmology, Retina and Vitreous.

Provides timely communication and a seamless experience from application and interview through graduation. Coordinates recruitment, onboarding, scheduling, educational activities, evaluations, program requirements and completion of training, including the additional coordination required for international fellows.

Medical Student Rotations Provides administrative and educational support for medical students completing clinical rotations in Ophthalmology. Manages the day-to-day logistics of each rotation, including scheduling, communication, clinical assignments, educational activities and evaluations. Partners with faculty and education leadership so that students receive meaningful clinical and academic experiences aligned with departmental and institutional objectives.

Residency Program Support Assists the Residency Coordinator with recruitment, interview logistics, educational events and other program activities as needed, including providing coverage during peak periods.

Additional Responsibilities Organize conferences, seminars and educational events Coordinate travel, stipend payments, reimbursements, purchase orders and payment authorizations Arrange visits for visiting students and guests, and prepare related correspondence Work with the assigned Fund Manager to track grant expenditures and maintain supporting documentation Schedule and support in-person and virtual meetings, including national and international meetings; reserve rooms and technology and create promotional materials.

Partner with the Department Business Office on education programs and projects Process forms and documents for monthly and fiscal year-end reporting.

The Education Programs Assistant is expected to exercise tact, diplomacy, discretion and a high degree of independent judgment.

Other duties as assigned.

Minimum Qualifications

• Demonstrated experience working within a trainee program and the ability to support a diverse group of people while handling multiple tasks within a high paced academic environment
• Demonstrated experience and proven ability to provide a high level of support with minimal supervision under the challenge and stress of frequent interruptions and frequently changing priorities and deadlines. Ability to handle multiple tasks simultaneously requiring detail and accuracy.
• Excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, e-mail and in person, demonstrating tact and diplomacy at all levels within and outside the University to promote positive relationships.
• Basic knowledge of relevant policies and regulatory requirements. Basic knowledge of the health professions education industry.
• Superior grammar/language skills, both verbal and written. Demonstrated knowledge of correct grammar, punctuation and spelling, with ability to compose correspondence, edit technical papers for formatting and grammar, and proofread all work.
• Demonstrated skill in the use of PC and MAC systems to complete tasks, including word processing, spreadsheet, equations, graphics, publication, and web development software. Ability to use the world wide web online search tools for information retrieval. Must have the willingness and ability to increase and update computer hardware/software skills as needed.
• Ability to coordinate administrative activities by determining the time, place, and sequence of actions to be taken and using tact and diplomacy to reach desired objectives. Ability to demonstrate a quality service orientation as a work philosophy.
• Ability to resolve conflicts while maintaining a professional relationship.
• Demonstrated experience and proven ability to function at a high administrative level in providing executive level support while representing the organization’s best interests at all times.
• Demonstrated ability to independently schedule, arrange and coordinate seminars, meetings and special events with national and international participants and to create/maintain effective marketing material such as posters, flyers and newsletters.
• Ability to make foreign and domestic travel arrangements with the skill to research the most economic rates and prepare all travel-related forms for submission and reimbursement.
• Basic mathematical skills. Knowledge of bookkeeping and basic accounting, budget, and expense monitoring. Ability to read financial information and spreadsheets.
• Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.
• Proven ability to work independently to find appropriate solutions to complex problems, operational and administrative, and use of initiative in implementing solutions or making recommendations. Strong ability to anticipate problems and take necessary actions to mitigate potential negative effects.
• Strong demonstrated ability to communicate effectively one-on-one or in group settings, considering differences in social, cultural, professional, and educational backgrounds.
• Basic knowledge of administrative analysis and operations research. Acquiring skills developing and implementing processes and systems. Familiarity with the administrative and operational implications in a program.
• Communication skills; includes verbal, written and active listening.

Preferred Qualifications

• Knowledge of UC San Diego policies and procedures, facilities, and resources with the