La Jolla

9500 Gilman Drive, San Diego, CA 92037, United States

Payroll Title:

EXEC AST 3 CX

Department:

OPHTHALMOLOGY

Hiring Pay Scale

$37.50 - $54.63 / Hour

Worksite:

Campus

Appointment Type:

Career

Appointment Percent:

100%

Union:

CX Contract

Total Openings:

1

Work Schedule:

Days, 8-Hour Shifts, Monday-Friday

#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.

UCSD Layoff from Career Appointment: Apply by 7/06/2026 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

The Executive Assistant for the Chair and Administrative Vice Chair of the Department will provide C-Level administrative support on a wide range of issues which are highly confidential and extremely sensitive. Responsible for high level executive administrative support to the Department Chair, including management of complex calendars for meetings/conferences, travel arrangements, status reports and ad-hoc statistical reports as requested and needed. Attend Department meetings, compiling data and composing concise executive summaries. Act as high-level liaison to the Department Chair And Administrative Vice Chair for faculty, staff, patients, university officials, professional societies, and other universities and academic institutions.

Duties include administrative support in the areas of communications and document management in a team environment. Ensures the efficient and effective functioning of the day-to-day activities of the Department Chair and Administrative Vice Chair’s office, while maintaining the Department’s electronic and paper filing systems as well as assisting with long and short term administrative needs as assigned. Assists with academic and research correspondence, as required. Coordinates academic personnel matters. Resolves problems which have a significant impact on the overall goals of the Department. Position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact and independent judgment. While performing duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment.

The Executive Assistant ensures administrative processes and office operations run smoothly in the executive’s office. 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 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/problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Strong service orientation.
• Strong skills to communicate effectively 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.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.
• Demonstrated experience and proven ability to provide a high level of independent executive and administrative support.
• Strong computer skills and proficient in the use of spreadsheet, database management, graphics, and word processing software in a Windows and Mac environment. Experience working in a networked environment using email, online calendaring and well developed internet navigation skills. Demonstrated experience learning new office-related software and hardware.
• Demonstrated ability to schedule, arrange, and coordi…