Executive Assistant to the Chair-NEUROLOGICAL SURG

La Jolla

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

Payroll Title:

EXEC AST 3 CX

Department:

NEUROLOGICAL SURGERY

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

\#139460 Executive Assistant to the Chair\-NEUROLOGICAL SURG

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Filing Deadline: Wed 5/13/2026

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 5/04/2026 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 on Campus (4 days) and remote (1 day).

DESCRIPTION

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The Department of Neurological Surgery at UC San Diego is among the leading neurosurgical centers in the country. The Department provides the full range of a contemporary neurosurgical practice, holds every major sub\-specialty quality designation within the field, has developed world\-class collaborative research relationships with engineering and neurosciences, and is a leading educational program in neurosurgery for medical students and residents. The department offers challenging career opportunities in the diverse areas of state\-of\-the\-art clinical services, advanced educational programs, and cutting\-edge research. The Department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

The Executive Assistant to the Department Chair provides comprehensive, high\-level administrative and executive support in a dynamic academic and clinical environment under the direction of the Administrative Manager. This position requires exceptional professionalism, judgment, tact, and discretion in managing a broad range of complex and sensitive issues in a rapidly changing, time\-pressured environment.

The executive assistant provides 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, and one other faculty leader, including management of complex calendars; scheduling and coordinating meetings, arranging national/international travel; preparing agendas, presentations and executive summaries; and maintaining confidential correspondence and records.

Performs program administration, organizational analysis, event planning/coordination and special assignments. Supports department committees, events, retreats and professional organizations involving the Chair and other faculty leader. Attends department meetings to include compiling data and compose concise executive summaries. Act as high\-level liaison to the Department Chair, Department Business Officer, Administrative Manager, 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's office. The Executive Assistant also serves as a resource and provides coverage to other administrative staff members, fostering collaboration, consistency, and continuity in departmental operations.

Assists with academic, education and research correspondence, as required. Coordinates academic personnel matters, licensing and credentialing and maintenance of CV/biosktech/biobib. May participate in activities related to the department’s ACGME\-accredited training program. Resolves problems which have a significant impact on the overall goals of the Department.

For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive's office.

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 and basic understanding of medical/scientific terminology. Formatting (CVs, Biosketch, Biobib, Other Support Page, etc.)
• Knowledge of federal regulations such as FERPA.
• Thorough knowledge of common organization\-specific and other computer application programs. Solid computer skills using MS Word, Excel, PowerPoint, email system, and a variety of web\-based programs. Demonstrated ability to create and maintain databases, perform standard computer tasks, learn new programs/applications with minimal direction, and exercise fast and accurate typing skills. Demonstrated commitment to update/maintain technology skills, including AI and project management software.
• 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. Proven ability and experience to collaborate and communicate effectively and diplomatically, with diverse populations, at all organizational levels. Strong teamwork, collaboration, and cooperation skills.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Demonstrate excellent written and oral communication skills with exceptional interpersonal skills to communicate and interact in a courteous and effective manner, using tact and diplomacy while exercising good judgment with diverse individuals at all levels in person, in writing, or by telephone.
• Advising and counseling skills.
• Ability to multi\-task with demanding timeframes. Demonstrated advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.
• Ability to use high\-level discretion and maintain a high level of confidentiality. Demonstrate ability to maintain confidential documents within the Department’s electronic and paper files, and the ability to extract and produce documents upon request. Prepare and process correspondence and reports as required. Assist with scheduling and organizing meetings in a fast\-paced environment. Work with a diverse and demanding community with high expectations for quality service. Provide executive level administrative support to help meet frequent, critical deadlines on highly confidential and sensitive matters.
• Solid skills in problem identification. Demonstrates initiative, creating problem\-solving and good judgment in selecting methods and techniques for obtaining solutions.
• Demonstrated experience providing executive level administrative support; knowledge and experience in arranging meeting and events; experience maintaining multiple complex schedules, and arranging national/international travel.

PREFERRED QUALIFICATIONS

============================

• Five (5\) years of executive level support experience.
• Knowledge of UC San Diego Policies and Procedures, particularly those involving travel, expenditures and expenditure reimbursements.
• Familiarity with UC San Diego’s Business Systems.

SPECIAL CONDITIONS

======================

• Employment is subject to a criminal background check.
• Must be able to work various hours and locations based on business needs.
• Performs other duties as assigned.
• Complies with the University of California, San Diego Health (UCSDH) Principles of Community.

Pay Transparency Act

Annual Full Pay Range: $78,306 \- $114,076 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $37\.50 \- $54\.63

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).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California’s Anti\-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti\-Discrimination

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

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

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti\-Discrimination Policy
• Abusive Conduct in the Workplace

Job Details

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Date Posted

04/29/2026