Job Description

Payroll Title:
Hiring Pay Scale
$26.16 - $37.48 / Hour
La Jolla
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hour shifts, Monday - Friday

#123166 Colorectal Division Executive Assistant

Filing Deadline: Mon 6/12/2023

UC 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.

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 and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 05/17/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 05/29/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Department of Surgery is one of the largest departments in the School of Medicine and is comprised of 102 full time faculty members, 220 voluntary faculty members, 20 physicians employed on MSP agreements, 25 doctors employed by the VA or other facilities, 77 accredited and 13 non-accredited trainees and 100 career staff. Activities are organized in 13 sub-specialty divisions. Annual expenditures across the Department total over $66.5M with a global research portfolio of over $19M. Surgery is a target for aggressive growth in the Health System clinical strategic plan. The Department houses the Center for the Future of Surgery, a unique educational and research unit that to date has trained over 20,000 unique learners. The missions of research, education and patient care are intertwined, and are integral to the goals of the department.

As a leader in research and patient care, the UC San Diego Division of Colorectal Surgery is committed to providing the latest in expert and compassionate treatment, performing leading-edge research, and training the next generation of top surgeons. UC San Diego Health is currently ranked among America's best hospitals by U.S. News & World Report.

Provide executive level administrative support to the Chief of Colorectal Surgery and the Division of Colorectal Surgery on a wide range of projects and assignments that are complex and confidential in nature. Independently manage a complex calendar for Chief and other Division faculty as assigned. Analyze meeting requests to accommodate priorities, ensuring day/time accuracy, notating and communicating changes as they arise. Coordinate complex travel, including airfare, hotel accommodations and conference registration for Chief and other Division faculty. Work with Medical Staff Office to renew hospital privileges and effectively manage credentialing process. Track memberships to professional organizations, renewing memberships as appropriate. Update Chief's CV, bio-bibliography and manage/organize database of publications and other relevant material for academic reviews. Draft and edit recommendation letters on behalf of Chief and other Division faculty. Assist with special projects and tasks, as assigned.


  • Thorough knowledge of common organization-specific and other computer application programs. Strong computer proficiency with MS Office Suite (Word, Access, Excel, PowerPoint), Adobe Acrobat, calendaring, and web-based applications.

  • Strong analytical skills, including gathering, organizing, and reporting various types of data from disparate sources. Experience analyzing and identifying problems, independently resolving discrepancies with ability to recommend solutions, contributing effectively to support organizational objectives.

  • Proven extensive experience in assisting high-level leadership with complex and confidential calendaring, travel arrangements, special projects, and community relations in a fast-paced environment.

  • Proficient experience with preparing presentations, including using PowerPoint slides, tables, and graphs.

  • Proven ability to work independently without direct supervision using initiative and resourcefulness. Ability and willingness to learn new skills and take on new tasks as needed for all aspects of the position.

  • Experience in planning and organizing functions, meetings and/or special events. This includes preparing agendas, and documenting/formatting minutes of meetings and ensuring action items are completed, followed up and documented.

  • Demonstrated ability to communicate effectively, diplomatically, and professionally, both orally and in writing.

  • Superior interpersonal skills to successfully interact with a variety of people, including high-level faculty, executives, members of the community from diverse cultures and backgrounds. Strong ability to exercise political acumen and maintain strict confidentiality (in interactions with both internal and external people) concerning work-related information.


  • Bachelor's degree in related area; or an equivalent combination of education and experience.
  • Knowledge of medical and research terminology.
  • Experience working with UCSD systems/databases and knowledge of UCSD policies and business practices.
  • Knowledge and experience of contract and grant proposal submissions to federal, state, or private funding organizations.
  • Experience working in clinical settings.


  • Employment is subject to a criminal background check.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $78,258 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $37.48

Factors 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).

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

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.

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.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Application Instructions

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