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#97050 Executive Administrative Assistant

Filing Deadline: Wed 12/19/2018

UCSD Layoff from Career Appointment: Apply by 12/07/18 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/19/18. Eligible Special Selection clients should contact their Disability Counselor for assistance.


Under supervision, the Executive Administrative Assistant will provide a full range of executive-level administrative and operational support to the Director of the Center for Neural Repair. Responsible for all administrative support functions to include, but not limited to: overseeing general office functions, assisting with grant proposals, composing correspondence; reports preparation, travel coordination, processing of travel advances, events/entertainment coordination, reimbursements and monitor recharges.

The Executive Administrative Assistant will also communicate and follow-up on work orders and oversee office and equipment maintenance, establish and maintain office filing systems (paper & electronic), assist in preparing materials transfer agreements (MTA and other research-related documents), and providing support for instructional activities as needed. Holds liaison responsibility with the VA Hospital in assisting WOC appointments, and assists with staff and academic appointments.


  • Demonstrated experience and proven ability to provide a high level of independent executive, administrative, and fiscal support.

  • Proven experience with complex scheduling with ability to prioritize and develop procedures to streamline workload and produce quality work with shifting deadlines and frequent interruptions.

  • Experience with policy and procedures related to travel, disbursements, grants and contracts, proposal preparation, animal use and human subjects, etc.

  • Excellent written and electronic communication skills that facilitate professional, effective, and courteous interaction with diverse population. Ability to effectively compose, edit and proofread letters, memorandum, minutes of meetings, and summary reports with clear and concise expression, proper grammar, style, and punctuation.

  • Strong computer skills using MS Word, Excel, PowerPoint, Outlook, and web-based programs to perform computer tasks, learn new programs/applications, and exercise fast and accurate typing skills. Knowledge of networking configuration with PC and Mac computers and load basic software.

  • Experience working in a networked environment using email, online calendaring and well developed internet navigation skills and experience learning new office-related software and hardware. Ability to establish and maintain computerized records, filing systems and prepare formal meeting materials.

  • Demonstrated knowledge of formats, agency regulations and procedures for preparation and submission of contracts and grants proposals to federal, state and private agencies.

  • Experience with equipment, facilities/space management and office/lab safety procedures and requirements. Ability to interpret manuals, review and follow related processes/procedures and maintain current accurate compliance records and documentation as required or needed.

  • Experience with purchasing practices and procedures including contacting vendors, obtaining and negotiating prices and using online purchasing system. Experience with monitoring database system, especially in regards to ordering system.

  • Working knowledge of financial accounting and ability to review budgets and track expenditures. Experience with a wide variety of travel-related administrative activities including university policies and procedures, tracking systems for meeting expenses, and tracking of persons and materials in transit.

  • Experience compiling statistical and other information involving mathematical calculations, designing reports using appropriate computer software and synthesizing data from a variety of sources.

  • Excellent interpersonal skills including tact, diplomacy and flexibility with ability to work in a team framework in conjunction with principles of community with staff, professionals, the public. Ability to maintain confidentiality involving personnel and other work related matters.


  • Experience with University on-line systems (e.g. Link Family, BLINK, MyEvents, My Travel, Marketplace, My Time, Queries, CAMS).
  • Knowledge of on-line financial and personnel systems (i.e. IFIS, PPS) and ability to prepare on-line purchase travel requests, identify expenditure patterns and project expenditures.


  • Occasional overtime may be required.
  • Employment is subject to a criminal background check.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic 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.


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

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego School of Medicine
Payroll Title:
Salary Range
Commensurate with Experience
La Jolla
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon-Fri


As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.