Executive Assistant, Dean's Office-Med School

DESCRIPTION

The University of California San Diego (UC San Diego) School of Medicine (SOM) is dedicated to serving its communities and creating a healthier world by being the preeminent destination for transformative, innovative, and impactful research, medical education, and clinical care.

As the only medical school in the region and the largest school at UC San Diego, SOM is home to more than 1,800 faculty, 1,000 medical and graduate students, and over 1,000 residents and post-doctoral fellows across 20 academic departments. SOM is housed within UC San Diego Health Sciences, which comprises three professional schools, more than 30 research institutes, and a growing clinical practice at UC San Diego Health-the top-ranked health system in the  fiscal year 2025, the School of Medicine secured nearly $654 million in research awards, accounting for 78% of research funding within Health Sciences.

The Office of the Dean is responsible for leading SOM's overall strategic vision; developing and implementing initiatives that enhance teaching, research, and clinical care across its departments, the Division of Medical Education and Division of Graduate Education; and establishing collaborative partnerships across campus and the community to advance its mission.

The Executive Assistant to the Dean provides high-level executive support to the Dean of the School of Medicine and serves as a key member of the Dean's Office Administrative Core. Reporting to the Chief of Staff, the incumbent works independently to manage the administrative operations that support the Dean's leadership of the School of Medicine and ensures the effective coordination of executive priorities, communications, and activities.

The position serves as a primary point of contact for the Dean and regularly interacts with senior university and health system leaders, department chairs, faculty, staff, donors, and external stakeholders. The incumbent handles highly sensitive and confidential matters requiring discretion, sound judgment, diplomacy, and professionalism.

The Executive Assistant manages the Dean's complex calendar and schedule; coordinates meetings, events, travel, and special engagements; prepares briefing materials and correspondence; and ensures appropriate follow-through on priorities and commitments. The incumbent facilitates communication and coordination among School of Medicine departments, UC San Diego Health, Health Sciences leadership, campus partners, and external organizations; supports leadership recruitment activities, governance and advisory committees, and special projects led by the Dean and Chief of Staff;

and contributes to the efficient operation of the Dean's Office through continuous process improvement and implementation of administrative best practices.

• Nine (9) years of experience or a Bachelor's degree in a related area plus five (5) years of experience.

• Advanced knowledge administrative processes, protocols and procedures.

• Knowledge of federal regulations such as FERPA.

• Intermediate to advanced knowledge of common computer applications. Experience with a variety of administrative software.

• Strong analytical / problem-solving skills. Strong skills to analyze quickly and produce results/synopses of professional documents of high caliber.

• 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.

• Advanced service orientation.

• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing. Strong skills to communicate clearly and effectively in person, on the phone and in writing. Superior English grammar and spelling skills.

• Advising and counseling skills.

• Ability to multi-task with demanding time frames. Demonstrated ability to prioritize workload and meet frequent deadlines in a timely manner.
  
  Demonstrated ability to work well under pressure in a dynamic and fast paced environment. Demonstrated organizational skills.

• Ability to use a high level of discretion and maintain all confidentiality. Absolute reliability in matters of confidentiality.
  
  Ability to exhibit mature judgement and decision-making ability.

• Small to mid-level project management skills.

• Demonstrated advanced experience providing high-level management support and advice to high level academic Executives,…