Executive Assistant 3 - 135897 - UC San Diego : Job Details

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Payroll TitleEXEC AST 3DepartmentSURGERYHiring Pay Scale$63,800.00 - $111,600.00 /YearWorksiteLa JollaAppointment TypeCareerAppointment Percent100%UnionUncoveredTotal Openings1Work ScheduleDays, 8 Hour Shifts, Monday - Friday#135897 Executive Assistant 3Filing Deadline: Wed 7/30/2025Apply NowUC San Diego values equity, diversity, and inclusion. 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.This posting has been changed from internal to external as of 7/23/2025. All applicants are welcome to apply.UCSD Layoff from Career Appointment: Apply by 7/11/2025 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.Special Selection Applicants: Apply by 7/16/2025. Eligible Special Selection clients should contact their Disability Counselor for assistance.DescriptionThe UC San Diego Department of Surgery ranks among the top surgery departments in the nation. The Department conducts cutting-edge translational and clinical surgical research, while providing advanced patient care and serving the community through outreach and education programs. One of the Department's missions is to translate promising scientific discoveries into new and better options for the care of patients with surgical diseases. The Department supports one of the broadest ranges of research activities in the nation - from translational research inbiology and therapeutics to health services research, bioengineering, and surgical education research.The Executive Assistant to the Chair will provide C-level operational and administrative support to the Chair of the Department of Surgery and the Executive Director of the Chair's Office facilitating the accomplishment of clinical affairs, research programs, as well as addressingthe needs of departmental faculty. Responsible for scheduling, calendaring, and coordinating/planning complex travel arrangements, speaking engagements, meetings and special events. Processing of payment authorizations, purchase orders, and travel reimbursementsusing online system(s). Provide long- range planning of administrative practices of Chair's Office while implementing any policy or procedural change towards improvement in facilitation. Serve as liaison to academic faculty, administrative staff, other universities and academic institutions, professional societies, committees and organizations, Office of the Chancellor, Health Sciences Dean's Office, Department of Surgery Business Office, other campus departments, and state and federal government agencies. Compile and analyze information to be used in administrative planning, federal research programs, professional and academic committees and conferences, triage all correspondence and telephone calls, draft correspondence, prepare reports, and interpret campus policies and procedures as they pertain to the accomplishments of the Chair's Office. Ability to interface with patients, clinic staff, and international offices of various cultural, ethnic, and religious preferences with diplomacy, sensitivity, and tact is essential. Position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact, and independent judgement. Other special projects as assigned.For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.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.
• Familiarity with the organization's processes, protocols and procedures.
• Thorough knowledge of common organization-specific and other computer application programs.
• Proven experience with complex calendaring, travel, and event planning.
• Solid analytical / problem-solving skills.
• Strong service orientation.
• Ability to multi-task with demanding timeframes.
• Experience working in clinical settings.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• 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 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.
• Solid skills in problem identification.
• Experience working with a surgical department.
• Demonstrated ability to support executives within an academic health system setting.
• Knowledge of UCSD Travel Policies.
• Knowledge of federal regulations such as FERPA.

Preferred Qualifications

• Experience using EPIC.

SPECIAL CONDITIONS

• Occasional evenings and weekends may be required.
• Bilingual (English/Spanish) skills strongly preferred due to patient and community interaction.

Pay Transparency ActAnnual Full Pay Range: $63,800 - $111,600 (will be prorated if the appointment percentage is less than 100%)Hourly Equivalent: $30.56 - $53.45Factors 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).Apply NowIf 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 Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or bench-to-bedside - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. 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: 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.

Seniority level

• Seniority levelMid-Senior level

Employment type

• Employment typePart-time

Job function

• Job functionAdministrative
• IndustriesEducation

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