Executive Assistant- Hybrid - 140708

Executive Assistant
- Hybrid

Filing Deadline:
Fri 8/14/2026

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

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.

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 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 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 search visits, and executive meeting management. Responsibilities include maintaining confidential personnel and departmental records; supporting faculty academic advancement documentation, including curriculum vitae and bio bibliographies; assisting with research-related correspondence, disclosures, and administrative requests;

and coordinating special projects and strategic initiatives on behalf of the Chair and VCA.

The position oversees departmental communications and engagement activities, including management of the Department website and affiliated division and laboratory websites, development and publication of departmental newsletters, coordination of weekly Didactics, monthly leadership and faculty meetings, Research Symposium, Wellness and other retreats, leadership visits, candidate interviews, recognition events, and other departmental programs and special events. The incumbent ensures that communications accurately represent departmental priorities while supporting collaboration across the Department's clinical, educational, and research missions.

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…