Job Description

Payroll Title:
Hiring Pay Scale
$19.49 - $37.48 / Hour
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Flexible

#123392 Executive Administrative Assistant - Hybrid/Remote

Filing Deadline: Thu 6/8/2023

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 05/30/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 06/08/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position may have the ability to work in a hybrid schedule which includes a combination of working both onsite in La Jolla and remote.


Under supervision, the incumbent will provide a full range of executive-level administrative and operational support one or two faculty and the associated laboratories. Responsible for all administrative support functions to include, but not limited to: overseeing general office functions, assisting with grant proposals, composing correspondence; reports preparation, travel coordination, processing of travel advances, events/entertainment coordination, reimbursements and monitor recharges.

Incumbent will also communicate and follow-up on work orders and oversee office and equipment maintenance, establish and maintain office filing systems (paper & electronic), assist in preparing materials transfer agreements (MTA and other research-related documents), and providing support for instructional activities as needed. Holds liaison responsibility with the VA Hospital in assisting WOC appointments, and assists with staff and academic appointments.


  • Demonstrated experience and proven ability to provide a high level of independent executive, administrative, and fiscal support.

  • Experience with complex scheduling with ability to prioritize and develop procedures to streamline workload and produce quality work with shifting deadlines and frequent interruptions.

  • Experience with equipment, facilities/space management and office/lab safety procedures and requirements. Proven ability to interpret manuals, review and follow related processes/ procedures and maintain current accurate compliance records and documentation as required or needed.

  • Solid computer skills using MS Word, Excel, PowerPoint, Outlook, and a variety of web-based programs to perform standard computer tasks, learn new programs/applications with minimal direction, and exercise fast and accurate typing skills. Knowledge of networking configuration with both PC and Mac computers and load basic software.

  • Experience working in a networked environment using email, online calendaring and well developed internet navigation skills and experience learning new office-related software and hardware.

  • Knowledge of formats, agency regulations and procedures for preparation and submission of contracts and grants proposals to federal, state and private agencies.

  • Experience with purchasing practices and procedures including contacting vendors, obtaining and negotiating prices and using online purchasing system. Experience with monitoring database system, especially in regards to ordering system.

  • Working knowledge of financial accounting and ability to review budgets and track expenditures. Experience with a wide variety of travel-related administrative activities including university policies and procedures, tracking systems for meeting expenses, and tracking of persons and materials in transit.

  • Experience compiling statistical and other information involving mathematical calculations, designing reports using appropriate computer software and synthesizing data from a variety of sources.

  • Excellent written and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population. Ability to effectively compose, edit and proofread letters, memoranda, minutes of meetings, and summary reports with clear and concise expression, proper grammar, style, and punctuation.

  • Effective interpersonal skills including tact, diplomacy and flexibility with the ability to work in a team framework in conjunction with principles of community with staff, professionals, the public, and others and ability to maintain confidentiality as required.

  • Ability to take ownership of work performance, follow through on assignments, and anticipate, identify problems and resolve or recommend course of action for resolution as appropriate.

  • Ability to establish and maintain computerized records, filing systems and prepare formal meeting materials.

  • Experience with policy and procedures related to travel, disbursements, grants and contracts, proposal preparation, animal use and human subjects, etc.


  • Experience with University on-line systems (e.g. Link Family, BLINK, MyEvents, My Travel, Marketplace, My Time, Queries, CAMS).
  • Knowledge of on-line financial and personnel systems (i.e. IFIS, PPS) and ability to prepare on-line purchase travel requests, identify expenditure patterns and project expenditures.

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

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Apply Online