University of California - San Diego #92524 Executive Assistant in San Diego, California

#92524 Executive Assistant

Filing Deadline: Tue 3/27/2018

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UCSD Layoff from Career Appointment: Apply by 03/15/18 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.


Under general supervision, the Executive Assistant/Communications and Recruitment Coordinator will serve as the Executive Assistant and will provide high-level professional administrative coordination to the CBDO/UCSD Pediatrics/Rady Children's Specialists of San Diego. Responsibilities require tact, diplomacy, and discretion on a wide variety of complex and sensitive issues. While performing duties, incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment.

Conduct special projects and studies as directed. Primary duties will include but not be limited to: providing senior level administrative and executive support, organizing and managing complex schedules, planning of special functions, arranging travel logistics, researching and compiling data to create standard reports, composing memos for signature, and other administrative duties as assigned. Serve as primary contact and coordinator for Academic Faculty Recruitments including scheduling conferences and meetings and arranging for travel, including accommodations and visas when necessary.

Interpret, advise and instruct faculty on academic personnel policies & procedures as pertains to faculty recruits. Serve as Department Communications Coordinator including managing and updating the Departmental website, creating and disseminating the quarterly Department newsletter, managing communications to the Department, and creating and managing Department listservs and contact sheets. Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.


  • A Bachelor's Degree in related area; and/or equivalent experience/training.

  • Two (2+) or more years of relevant experience.

  • Demonstrated experience with complex calendaring, travel, and event planning.

  • Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

  • Ability to interpret and disseminate information on a wide variety of complex policies from various organizations.

  • Strong composition, editing, and proofreading skills to review copy for appropriate style, consistency, format, completeness, errors, etc.

  • Superior proofreading and editing skills to ensure accuracy and correct grammatical content of documents.

  • Strong knowledge and skill with using computer software (e.g., Microsoft Word, Excel, Access, PowerPoint, Outlook electronic mail, Publisher).

  • Advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.

  • Ability to exercise political acumen and maintain strict confidentiality (in interactions with both internal and external people) concerning work-related information.


  • Must be able to work overtime on occasion.

  • Employment is subject to a criminal background check.

  • Must have a valid CA driver’s license and access to reliable transportation.

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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, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic 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.

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

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Salary Range

Commensurate with Experience


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Work Schedule:

Days, 8 hrs/day

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.