Job Description

Payroll Title:
Salary Range
Commensurate with Experience
East Campus
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday- Friday

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

#109582 Education Administrative Assistant

Extended Deadline: Mon 10/4/2021

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus before they will be allowed on campus or in a facility or office. For more information visit:

UCSD Layoff from Career Appointment: Apply by 05/26/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 06/07/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This posting will remain open until filled. 


The UC San Diego Department of Neurological Surgery is among the leading neurosurgical centers in the country. The Department offers challenging career opportunities in the diverse areas of state-of-the-art clinical services, advanced educational programs, and cutting-edge research. The Department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

Under supervision from the Executive Director, the individual provides executive-level administrative support to all Department of Neurological Surgery’s Education Programs, including the residency program, clerkship, Grand Rounds and all other departmental educational initiatives. Incumbent will organize, direct, coordinate and administer resources and systems to assure overall control of resident activities for the Department’s Residency Training Program. Incumbent is responsible for processing program expenses and reimbursements in an accurate and timely manner. The individual will compose correspondence/materials and distribute for program courses, social events, meetings and orientations.

The individual monitors housestaff procedure logs and graduation requirements to ensure Board Certification eligibility. Provide administrative support to Program Director (PD), Assistant Program Director (PD), and Program Coordinator which includes maintaining and prioritizing appointments as well as coordinating all activities for program GME and ACGME site visits. Serves as liaison between Program Director, resident physicians, clinical fellows, Department contacts, Director of Graduate Medical Education (GME) and GME support staff, and Medical Staff at UC San Diego, Rady Children's Hospital and the VA. The incumbent must have the ability to independently analyze, organize and prioritize daily activities as well as review, evaluate and rank all requests and communication relating to the Residency, Clerkship and Fellowship Programs. Must be able to facilitate efficiency and high degree of confidentiality.

Assists with administrative aspects of the residency program recruitment and coordination processes, including but not limited to interview scheduling, grand rounds and didactic planning, special event development and set-up, and resident certifications and files. Performs other administrative support tasks as required. Responsibilities include coordinating and executing projects, independently composing correspondence, managing complex appointment calendar and travel arrangements, coordinating meetings and special events, and serving as liaison with constituents on behalf of Departmental Education Leadership. Processing payment authorizations, purchase orders, and travel reimbursements using online system(s). Maintaining academic files, CVs, timesheets, and credentialing. Other special projects as assigned.


  • Demonstrated experience working in a medical/research/academic setting.

  • Strong problem-solving and analytical skills.

  • Excellent ability to communicate clearly and effectively both orally and in written form. Accurate proofreading and editing skills with knowledge of proper formats.

  • Proficient experience with Microsoft Word, Excel, PowerPoint, Outlook and other office programs. Fast and accurate transcription/typing/word processing skills. Skill with setting up and maintaining filing systems for rapid and easy material retrieval.

  • Demonstrated knowledge of residency training program administration and requirements.

  • Excellent interpersonal skills in order to request information from and to provide information to various sources, and to negotiate solutions to issues that are compatible with policies, regulations and the requirements of various parties.

  • Ability to exercise judgment, tact, and firmness in interaction with faculty, students, staff and IRB members, subjects and others. Ability to make appropriate decisions and maintain strict confidentiality.


  • Experience and knowledge of faculty and residency recruitment process.
  • Experience and knowledge of the MedHub Evaluation System.
  • Proven knowledge of UC policies and procedures.
  • Knowledge of medical terminology.
  • Knowledge of the Electronic Residency Application System (ERAS).


  • Employment is subject to a criminal background check.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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.

Application Instructions

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