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Executive Assistant - Hybrid - 127082

University of California - San Diego Medical Centers
United States, California, San Diego
Dec 09, 2023

UCSD Layoff from Career Appointment: Apply by 12/13/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/22/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of working both onsite at Moores Cancer Center and remote.


UCSD Health Sciences is a $1 billion dollar plus organization encompassing 14 departments (12 clinical, 2 basic sciences), 2 professional schools (School of Medicine and Skaggs School of Pharmacy and Pharmaceutical Sciences), 2 hospitals, and various other programs and units all dedicated towards fulfilling the Health Sciences missions. As a top-ranking, future oriented organization, we offer challenging career opportunities in a fast-paced and innovative environment. The Vice Chancellor's Office follows a progressive philosophy of career-path development for its employees.

Radiation Oncology currently is a large contributor to the organizational bottom line, being a premier provider of cancer treatment. This Department is distinct from other clinical departments in that all aspects of treatment are technology-based. Technology advancements will continue to create potential business and revenue growth opportunities for both the Department and Medical Center, in both research and the clinical arena. This also presents a significant amount of opportunity in the community, as well.

The incumbent will provide high-level executive support to the Director of the Physics Division and the entire Physics Division. The incumbent will assist the Learning Center Program Director in these major areas: scheduling presenters for the program agenda, HIPAA forms, and liaison for visitors from out of town. The incumbent will provide executive-level support to the Director of the Physics Division with the following duties: manage daily and long-range calendars to include: independent decision-making regarding the coordination and scheduling of meetings, special events, travel, etc., prepare and monitor the physics division budget, preparing reference letters, manage faculty recruitment, and coordinate faculty development. Other duties assigned as needed.

  • Demonstrated ability providing executive level administrative assistance to faculty and staff members.

  • Demonstrated experience managing complex calendars. Experience in negotiating and scheduling travel arrangements and completing travel reimbursements.

  • Demonstrated ability in general accounting principles, budget management and analysis.

  • Ability to research, collect, interprets and present data as well as recommend solutions and methods ofimplementation.

  • Demonstrated ability to work effectively with frequent interruptions and to manage several projects simultaneously with changing priorities and deadlines.

  • Proficiency with personal computer operation including Word, Excel, PowerPoint, Google Sheets, and internet browsers

  • Demonstrated excellence in interpersonal communication skills, including writing. Ability to communicate clearly, effectively, tactfully, and patiently in person, on the telephone, and in writing with a diverse population.

  • Knowledge of UC Financial policies and procedures to include Travel and Purchasing regulations and procedures.

  • Knowledge of University policies and procedures, forms, agreements, and systems including Oracle and Concur.

  • Experience in a clinical administrative setting and experience in clinical oncology administration.

  • Knowledge of medical and scientific terminology.

  • Employment is subject to a criminal background check.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

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).