Executive Operations Coordinator - ACTRI - Hybrid - 140479

Executive Operations Coordinator - ACTRI - Hybrid

The Altman Clinical and Translational Research Institute (ACTRI) is an NIH-funded Clinical and Translational Science Award (CTSA) institution that provides the infrastructure to support high-quality and innovative translational research. ACTRI's vision is to translate scientific discoveries into improved health by delivering education, training, and infrastructure for clinical research in the San Diego area and beyond. Davey Smith, MD and Mike Hogarth, MD are the principal investigators on ACTRI's CTSA grant. The ACTRI functions under the direction of Dr. Smith, Director and Assistant Vice Chancellor of Clinical and Translational Research at UC San Diego.

The Clinical Research Administration (CRA) at UC San Diego provides the centralized infrastructure that enables compliant, efficient, and ethically conducted clinical research involving human subjects. The department brings together several specialized administrative units that support the full lifecycle of clinical research. CRA is comprised of the Office of Coverage Analysis Administration (OCAA), Office of Clinical Trials Administration (OCTA), and the Office of IRB Administration (OIA). The CRA functions under the direction of Gary Firestein, MD, Senior Associate Vice Chancellor for Health Sciences at UC San Diego.

The Executive Operations Coordinator role is designed to provide high-level executive operations, project management, strategic coordination, and administrative support appropriate for executive leadership within a complex academic health sciences and research environment. Serving as a key operational partner to senior leadership, the Executive Operations Coordinator independently manages a broad portfolio of executive, operational, and organizational responsibilities in support of ACTRI and CRA leadership priorities, strategic initiatives, institutional partnerships, and day-to-day operations.

Under general direction, the incumbent applies advanced professional administrative concepts, organizational policies, and operational procedures to oversee and coordinate a wide range of administrative, operational, and strategic activities. The Executive Operations Coordinator serves as a central point of coordination, communication, and institutional liaison for executive leadership, facilitating collaboration and follow-through across internal and external stakeholders while exercising sound judgment, discretion, diplomacy, and political acumen in managing sensitive and confidential matters involving faculty, staff, institutional leadership, sponsors, and community partners.

The position is responsible for coordinating executive operations, supporting governance and leadership activities, administering defined operational programs and initiatives, managing executive communications and priorities, monitoring progress on strategic projects, and facilitating effective workflow across multiple functional and organizational areas. The incumbent independently analyzes and resolves operational issues of moderate scope and complexity, develops and implements process improvements, and coordinates cross-functional activities that enhance organizational effectiveness and support institutional goals.

The Executive Operations Coordinator must demonstrate exceptional organizational, analytical, communication, and interpersonal skills, with the ability to manage competing priorities in a fast-paced executive environment while maintaining a high level of professionalism, responsiveness, and attention to detail. The role requires substantial initiative, strong executive-level administrative and project coordination skills, the ability to anticipate leadership needs, and the capacity to work collaboratively with diverse constituencies across the University, health system, research enterprise, and external partner organizations.

Minimum qualifications include six years of related experience, education/training, OR a Bachelor's degree in related area plus two years of related experience/training. Ability to use sound judgment in responding to issues and concerns. Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Solid organizational skills and ability to multi-task with demanding timeframes. Working knowledge of common organization-specific and other computer application programs. Ability to use discretion and maintain confidentiality. Ability to foster collaboration, build partnerships, and communicate effectively across diverse stakeholders. Adaptability and responsiveness to new and changing situations in dynamic academic or research environments. Experience supporting executive-level leadership within a complex academic, healthcare, or research environment. Experience managing highly complex executive calendars, scheduling priorities, and competing deadlines involving multiple stakeholders. Experience coordinating executive meetings, conferences, retreats, and special events, including preparation of agendas, meeting materials, minutes, audiovisual coordination, and logistical support for in-person and virtual meetings. Strong organizational and project management skills with demonstrated ability to independently track action items, manage competing priorities, and ensure timely follow-through on multiple concurrent initiatives. Ability to independently draft, edit, proofread, and finalize executive correspondence, reports, presentations, and other professional communications with a high degree of accuracy and professionalism. Political acumen, professionalism, and interpersonal skills necessary to interact effectively with senior leadership, faculty, staff, external organizations, and community stakeholders. Proficiency with Microsoft Office Suite, Zoom, shared calendaring platforms, collaborative work management tools, and other business productivity applications. Exercise independent judgment, discretion, diplomacy, and political acumen while effectively managing highly sensitive, confidential, and high-profile matters. Experience coordinating complex domestic and international travel arrangements, processing travel reimbursements, and reconciling expenses in accordance with University policies and procedures.

Preferred qualifications include working knowledge of UC San Diego administrative systems and processes, including travel and reimbursement systems, purchasing, entertainment, and financial reconciliation procedures. Experience supporting complex organizational initiatives, strategic projects, or operational programs in a matrixed environment.

Special conditions include employment being subject to a criminal background check. Occasional evenings and weekends may be required.