Job Description

Payroll Title:
Hiring Salary Range
$24.68 - $27.65 /hour
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
8 hrs/day, Mon - Fri, occasional overtime as needed

#110938 Executive Assistant

Extended Deadline: Mon 10/25/2021

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:,-faculty-and-staff-issued-for-2021-2022.html

UCSD Layoff from Career Appointment: Apply by 08/6/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 08/17/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.


UC San Diego, located in La Jolla, in the San Diego Metropolitan area, enrolls over 35,000 students and is one of the University of California’s 10 campuses. UC San Diego has earned recognition as one of the world’s premier research universities and one of the top-10 public universities in the nation. UC San Diego is a student-centered, research-focused, service-oriented public institution, recognized as one of the top 15 research universities worldwide. The University fosters a culture of collaboration that sparks innovative discoveries that advance society and drive economic impact.

Chemistry and Biochemistry is one of the largest and most complex departments on campus. Our Department combines research on the most consequential and revelatory scientific areas with education aimed at building our future leaders and scientists. The department’s organization is divided among three major academic sections each with its own leadership representation under the Department Chair: Physical, Analytical & Environmental (PAE); Biochemistry & Biophysics (BB); and finally Synthesis, Materials and Chemical Biology (SMCB). The department is comprised of 75 ladder rank faculty, and additional 12-15 in various instructional and ~150 in academic research titles and postdoctoral scholars.

The above academic community presents a plethora of diverse complex issues from Health Sciences Compensation Program agreements to adjuncts from national laboratories sharing negotiated employee patent agreements. The department is also comprised of 70 career staff; ~60 temporary or student staff, and 254 Master’s and Ph.D. students. Undergraduate students majoring in chemistry number greater than 1700, and total undergraduate and graduate annual course enrollments exceed 23,000. The department currently has more than 180 awards from federal, state and private sources for approximately $23 million per annum in extramural funding and $49 million in total annual expenditures.

The Department of Chemistry and Biochemistry manages eight recharge facilities supporting national as well as UCSD-wide research endeavors in academe and industry: Nuclear Magnetic Resonance, Molecular Mass Spectrometry, Biomolecular and Proteomics Mass Spectroscopy, Inorganic Characterization Instrumentation, Protein Crystallography, Small Molecule X-Ray Crystallography, Fabrication Facility plus the on campus Chemistry Storehouse. In addition, we are home to three national research center grants. The department also manages three major NIH training grants, and one Department of Education training grant, which fund graduate and postdoctoral students across UCSD departments/disciplines as well as off campus research organizations.

Serve as the Executive Assistant to the Department Chair and Chief Operating Officer (COO) in the Department of Chemistry and Biochemistry. Administratively supports the Department Chair and COO and provides a single point of contact for all information and activities that flow through the Business office. Coordinate all Department Chair/COO functions including maintaining calendar, mail log, correspondence/files, faculty awards, department newsletter, planning all departmental special events, re-directing or responding to all inquiries, and departmental special projects as requested. Responsibilities also include assisting with faculty recruitment, including placement of advertisements, arranging for travel, creating flyers and scheduling of meetings with faculty.


  • Ability to keep complex calendars and schedules and experience in making international and domestic travel arrangements and lodging.

  • Excellent time management and organizational skills to manage multiple and/or diverse responsibilities concurrently, including organizing work, setting and maintaining priorities, meeting deadlines, and meeting quality and quantity standards. Flexibility in dealing with people and competing demands. Ability to work with frequent interruptions.

  • Self-direction and flexibility in work routine to accommodate fluctuating workflows and variability of on-line systems. Ability to work independently and resourcefully with minimal supervision; ability to make well-reasoned decisions based on policies, procedures, and excellent personal judgment.

  • Ability to demonstrate creativity and initiative in identifying, responding to, and resolving problems in a professional manner.

  • Ability to communicate clearly and logically to make recommendations, discuss problems, and research and explain policies/procedures. Ability to communicate effectively one-on-one or in group settings, taking into account differences in social, cultural, professional, and educational backgrounds.

  • Proven skill in writing clear, concise, and logical reports, correspondence and summaries with clear and concise expression, proper grammar, style and punctuation. Strict attention to detail and ability to accurately complete documents in a timely manner.

  • Strong ability to work independently with a variety of computer platforms and software programs. Ability to self-teach, and to read and comprehend computer manuals. Ability to update and increase skills and knowledge in this area to meet the needs of business.

  • Ability to compile and send department newsletters as needed.


  • Background Check required.

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

The University of California 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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