Payroll Title EXEC AST 3 CX

Department FAMILY MEDICINE

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

140708 Executive Assistant- Hybrid

Filing Deadline: Fri 8/14/2026 Apply Now

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 8/05/2026 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.

This position will work a hybrid schedule which includes a combination of working both onsite at Campus and remote. Description As an academic administrative unit in the School of Medicine, the mission of the Department of Family Medicine is to provide compassionate, evidence-based, patient-centered health care in an academic setting to a diverse and inclusive population, while also providing rigorous training to a broad spectrum of physicians and trainees that will become leaders in contemporary and translational research. The Department’s vision is to create a healthier world for all by applying innovative and transformative healthcare while training the next generation of thoughtful leaders to continue discovering impactful interventions for the treatment and prevention of disease.

The Department of Family Medicine is comprised of five divisions, six centers and fifteen programs.

Under the direction of the Department Chair and Vice Chair for Administration (VCA), the Executive Assistant provides comprehensive executive-level administrative and operational support to the Department Chair, VCA, and Department faculty and leadership in advancing the clinical, education, research, and administrative missions of the Department of Family Medicine.

The incumbent serves as a trusted strategic partner to departmental leadership, exercising a high degree of discretion, diplomacy, professionalism, and independent judgment while managing highly confidential and sensitive matters in a fast-paced, complex academic health system environment.

The Executive Assistant is responsible for ensuring the efficient operation of the Chair’s Office through proactive management of complex executive calendars, meeting coordination, domestic and international travel, expense reconciliation, correspondence, communications, office operations, facilities coordination, purchasing, and document management. The incumbent independently assesses competing priorities, anticipates leadership needs, ensures executives are thoroughly prepared for meetings, presentations, and events through the development of briefing materials and background information, and researches, analyzes, and synthesizes complex information into concise executive summaries, reports, presentations, and recommendations.

The position leverages artificial intelligence (AI) and emerging technologies, where appropriate and consistent with University policies, to improve administrative efficiency, enhance communications, support research and analysis, develop presentations and reports, streamline workflows, and increase organizational effectiveness.

The position serves as the primary liaison between the Department Chair, VCA, faculty, staff, Health Sciences leadership, campus administrative offices, affiliated hospitals and research organizations, community partners, donors, governmental agencies, professional organizations, and national and international academic institutions. The incumbent facilitates communication across all organizational levels while ensuring timely responses, exceptional customer service, and effective coordination of departmental priorities.

The Executive Assistant coordinates a broad range of executive, administrative, and academic activities, including academic personnel processes, faculty correspondence, curriculum and course coordination, departmental committee support, faculty meeting planning, leadership…