Executive Assistant - 139831
#139831 Executive Assistant
Filing Deadline: Tue 6/16/2026UC San Diego values and welcomes people from all backgrounds. 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.
UCSD Layoff from Career Appointment: Apply by 6/5/26 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Reassignment Applicants: Eligible Reassignment clients should contact their Disability Counselor for assistance.
DESCRIPTION
Provide executive assistance to a world-renowned Professor/Principal Investigator (PI) and his laboratory in the Department of Bioengineering and San Diego Supercomputer Center. Serve as primary contact for the PI and his lab. Provide a high level of administrative support and act as liaison between the Department of Bioengineering and SDSC’s Business Offices, UCSD campus offices and external agencies. Coordinate and oversee PI's administrative affairs including financial, personnel and laboratory administration, calendaring, preparation of publications for submission and organizing a high volume of research and teaching materials. Troubleshoot and independently resolve assorted operational problems and handle highly confidential matters and materials with discretion. Organize and administer travel utilizing campus online travel management system. Research and organize background information for activities and projects. Analyze short and long-range space, staffing and budgeting needs. Maintain PI's website.
Work Schedule: 4 days in the office (La Jolla) and 1 day remote.
Please submit a cover letter for a complete application.
QUALIFICATIONS
Strong demonstrated executive-level administrative skills, including complex calendaring and travel coordination.
Demonstrated experience interpreting policies and procedures related to business office management, such as fund administration, purchasing, contract and grant administration, staff personnel, disbursements, travel, facility management, inventory, etc.
Demonstrated ability to independently arrange and organize meetings and special events, including coordination of support services.
Demonstrated experience performing administrative skills with a high level of proficiency and competency to include: composing, editing, and finalizing complex correspondence, minutes of meetings, publications, business letters, summaries, and reports; typing with reasonable speed and accuracy; entering data with speed and accuracy; editing and proofreading final products; and skill in proofreading work for grammar, spelling, punctuation and typographical errors. Excellent oral and written communication skills.
Demonstrated experience with general office equipment, including fax, photocopier, computer, typewriter, adding machine, calculator, scanners, web, and voice mail.
Demonstrated skill in using personal computers and a wide variety of software packages for word processing, spreadsheets, database processing, presentations and calendaring (e.g. Microsoft Office suite). Knowledge of e-mail systems as a primary form of communication. Accomplished skill at navigating the Internet for information retrieval.
Excellent time management skills. Ability to work in a fast-paced environment with shifting priorities. Strong demonstrated ability to organize and prioritize workload, to work independently on simultaneous detailed projects, produce accurate, timely results, and to meet tight deadlines.
Excellent interpersonal skills, including tact, diplomacy and flexibility to work with staff, faculty, students, industry and the community as part of a team and in accordance with the principles of community.
Demonstrated ability to maintain strict confidentiality with demonstrated experience in utilizing good judgment and discretion when working with a variety of sensitive issues or highly confidential information.
Resourcefulness and independent ability to research information from a variety of sources and to identify and extract relevant data, including the library, Pub Med and various agency website's such as NIH and NSF and UCSD website's.
Demonstrated organizational skills with ability to organize large volumes of research and teaching materials; ability to efficiently and creatively utilize and organize limited space.
Possess basic mathematical skills to calculate various financial forms.
Ability to accurately review and process materials dealing with a broad spectrum of issues. Ability to develop, implement and maintain accurate record retention systems.
Proven ability to work well as a team member and foster positive relationships with co-workers.
Embrace and practice UCSD’s Principles of Community, including the commitment to strive to maintain a climate of fairness, cooperation, and professionalism.
SPECIAL CONDITIONS
Background check required.
Must be willing to work in an animal-related research environment
Work Schedule: 4 days in the office (La Jolla) and 1 day remote.
Please submit a cover letter for a complete application.
Pay Transparency Act
Annual Full Pay Range: $61,429 - $88,030 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $29.42 - $42.16
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).
If 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.
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: https://policy.ucop.edu/doc/1001004/Anti-Discrimination
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.
Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
a. "Misconduct" means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct:
- UC Sexual Violence and Sexual Harassment Policy
- UC Anti-Discrimination Policy
- Abusive Conduct in the Workplace