Executive Assistant to Chair & DBO - OPHTHALMOLOGY - 140335

#140335 Executive Assistant to Chair & DBO - OPHTHALMOLOGY Filing Deadline: Wed 7/15/2026 UC 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.

DESCRIPTION

The Executive Assistant for the Chair and Administrative Vice Chair of the Department will provide C‑Level administrative support on a wide range of highly confidential and sensitive issues. Responsibilities include managing complex calendars for meetings and conferences, arranging travel, preparing status reports and ad‑hoc statistical reports, and attending department meetings to compile data and produce concise executive summaries. As a high‑level liaison, the Executive Assistant will coordinate communications and document management within a team environment, maintain electronic and paper filing systems, assist with academic and research correspondence, and facilitate academic personnel matters. The position requires strict confidentiality, organizational skill, attention to detail, flexibility, tact and independent judgment in a rapidly changing, time‑pressured environment. The Executive Assistant ensures that administrative processes and office operations run smoothly in the executive’s office and demonstrates good judgment in selecting methods and techniques for obtaining solutions.

MINIMUM QUALIFICATIONS

Seven (7) years of related experience, education/training, OR a Bachelor’s degree in a related area plus three (3) years of related experience/training. Familiarity with the organization’s processes, protocols and procedures. Knowledge of federal regulations such as FERPA. Thorough knowledge of common organization‑specific and other computer application programs. Solid analytical and problem‑solving skills. Political acumen and sensitivity to differing perspectives and political circumstances within all levels of the organization and external constituencies. Strong service orientation and effective communication skills with all levels of staff, faculty, alumni, donors, students and external constituencies, both verbally and in writing. Advising and counseling skills. Ability to multi‑task with demanding timeframes and use high‑level discretion while maintaining confidentiality. Solid skills in problem identification and independent executive and administrative support. Strong computer skills, proficiency in spreadsheet, database management, graphics, and word processing software in Windows and Mac environments, and experience in networked email and online calendaring. Ability to learn new office‑related software and hardware. Experience scheduling, arranging, and coordinating meetings and special events, managing travel arrangements, and preparing accurate travel‑related forms for submission and reimbursement. Excellent verbal, written, and electronic communication skills to produce professional and courteous interactions with a diverse population. Ability to compose, edit, and proofread letters, memoranda, minutes, and summary reports with clear, concise expression and proper grammar. Experience with complex scheduling, prioritizing, and streamlining workload under shifting deadlines and frequent interruptions. Excellent interpersonal skills, tact, diplomacy, and flexibility to work in a team framework while maintaining confidentiality.

SPECIAL CONDITIONS

Employment is subject to a criminal background check and pre‑employment physical. Must be able to work various hours and locations based on business needs. Performs other duties as assigned. Complies with all policies and standards. Complies with the University of California, San Diego Health (UCSDH) Principles of Community.

PAY TRANSPARENCY ACT

Annual Full Pay Range: $78,306 - $114,076 (may be prorated if the appointment percentage is less than 100%). Hourly Equivalent: $37.50 - $54.63 Factors determining the appropriate compensation include experience, skills, knowledge, abilities, education, licensure, certifications, and other business and organizational needs. 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. 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.

EQUAL OPPORTUNITY EMPLOYER

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.

NEEDS FOR DISABILITY COUNSELLING RESUBMISSION

Applications/Resumes are accepted for current job openings only. 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. #J-18808-Ljbffr University of California San Diego