UCSD Layoff from Career Appointment: Apply by 10/13/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/25/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of working 3 days in the office and 2 days remotely.

Department of Pediatrics is one of the largest departments within the UCSD School of Medicine with comprehensive clinical programs, extensive basic science and clinical research, and diverse educational opportunities for students, residents, and fellows. The internationally renowned faculty play a major role in medical and graduate student training, providing educational and programmatic offerings that span several disciplines, and provide diversity to meet the interests of a broad spectrum of students and scholars. More than one hundred trainees at the graduate student and postdoctoral level, as well as more than 300 professional, research, and administrative staff who along with the department administrators interact closely with the faculty. The diverse mix of ages, backgrounds, and talents creates a robust work environment with challenging career opportunities and a commitment to continued growth potential. We constantly seek to recruit highly motivated, technologically-advanced, and interested individuals to become a part of our dynamic cutting-edge research, clinical, and educational environment.

Under the supervision of the Director of Administrative Operations, the Executive Vice Chair (EVC) and the Division Chief, the Executive Assistant to the EVC provides high-level administrative support. The position exercises tact, diplomacy, and discretion on a wide variety of complex and sensitive issues. The incumbent exercises independent judgment, strong organization skills, and analysis. The Executive Assistant to the EVC triages correspondence and telephone calls, and drafts correspondence. The incumbent prepares reports, book chapters, and manuscripts, as requested. Provides administrative support to the EVC laboratory, faculty, and personnel. Participates in planning and make significant contributions to the short and long-term goals of the Lab. Responsible for daily calendar, correspondence and assists in the preparation of the EVC’s academic review file. Independently analyzes, organizes, and prioritizes daily activities of assigned divisions, including coordination of on and offsite meetings and travel arrangements, processing expense reimbursements and Procurement Card receipts, providing support for academic file requirements, and facilitating completion of reports. Assists with the creation, updating, and/or formatting of job descriptions; Coordinates travel and itineraries for recruitment candidates and visiting lecturers; Coordinates purchase of lab supplies and equipment; Coordinates household move/relocation activities for new Division members and/or faculty; Coordinates office and lab moves; Assists faculty with new and continuing contract and grants (pre and post-award) by facilitating communications with fund managers and ensuring compliance with University and agency deadlines, policies and procedures. Will serve as the Divisions' liaison with the Rady Children's Specialists of San Diego and Pediatrics Business Office to perform special projects, and respond to queries regarding complex issues and information. Performs other duties as assigned.

• Bachelor's degree in a related area and/or equivalent 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.

• Solid skills in problem identification.

• Knowledge of federal regulations such as FERPA.

• Experience with coordinating and managing recruitment visits, including scheduling interviews, organizing itineraries, booking travel arrangements, and escorting candidates on and off campus.

• Experience with planning and managing events in a large academic/medical setting.

• Proficiency in internal UCSD systems: UCPath, Concur Travel & Expense, Oracle Procurement, Oracle Financials, , Academic Resource Center, Health Human Resources (HHR), Outside Activity Tracking System (OATS), EmployeeLink, EcoTime, Business Activity Hub.

• Proficiency in external systems: NIH eRA Commons, NIH ASSIST, EditorialManager, PubMed, Qualtrics, DocuSign, Adobe Acrobat Sign, Doodle, Calendly, Zoom, WebEx, publications portals, nominations portals.

• Employment is subject to a criminal background check.

• Must be willing to work occasional overtime as required.

• Must have access to reliable transportation.

Pay Transparency Act

Annual Full Pay Range: $63,580 - $98,282 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $30.45 - $47.07

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).

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. 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.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community .

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

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UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.