Filing Deadline: Mon 10/13/2025
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 10/1/25 for consideration with preference for
rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 10/13/25.
Eligible Special Selection clients should contact their Disability Counselor for assistance.
THIS POSITION IS A HYBRID
POSITION WORKING 2-3 DAYS ONSITE.
DESCRIPTION
DEPARTMENT OVERVIEW:
Business & Financial Services (BFS) at UC San Diego plays a vital role in advancing the university’s academic and research mission by
managing its financial resources and ensuring strong stewardship. Reporting to the Assistant Vice Chancellor and Controller, BFS is a
central hub for financial operations across campus.
BFS is comprised of specialized divisions responsible for central accounting
and reporting, post-award financial management, internal controls and compliance, financial training and insights, student billing and
collections, and a variety of administrative and operational services. Together, these units provide essential support that enables the
university to operate efficiently and effectively.
With an annual budget of approximately $20 million, BFS employs more than 150
career staff along with student assistants. The team spans a wide range of expertise, including accounting, research administration,
financial and policy analysis, business and data intelligence, client services, and operational support.
BFS is committed to
operational excellence and continuous improvement. Our workforce is united by a shared goal: to strengthen the effectiveness of UC San
Diego’s financial infrastructure and provide exceptional service to the campus community.
POSITION OVERVEIW:
The Executive Assistant provides high-level administrative support to the Assistant Vice Chancellor/Controller and as needed, their
direct reports within Business & Financial Services (BFS). The role requires tact, diplomacy, discretion, and professionalism in
managing complex and sensitive matters.
As a central partner to the leadership team, the incumbent helps foster a culture of
accountability, efficiency, trust, and respect while building strong, collaborative relationships with campus stakeholders. This position
supports both daily operations and broader initiatives, ensuring the office functions effectively and contributes to the success of the
organization.
Key Responsibilities:
– Provide executive-level administrative support, including
managing complex calendars, scheduling, correspondence, and travel arrangements for the Controller and direct reports.
– Serve as
the primary office manager, supporting departmental needs such as equipment tracking, purchasing, payment authorizations, and coordination
with campus partners on facilities and space management.
– Support departmental projects and initiatives by coordinating
logistics, preparing materials, and ensuring timely follow-up.
– Assist with process improvements that enhance efficiency and
consistency across administrative operations.
– Plan and support conferences, meetings, and other high-profile events.
QUALIFICATIONS
- Bachelor’s degree in related area and / or equivalent experience / training.
- Ability to multi-task with demanding timeframes; proven experience providing high-level independent administrative support with
strong judgment in coordinating complex activities, organizing and prioritizing office functions, and managing multiple priorities and
competing deadlines. - Strong service orientation with extensive experience providing customer service to leadership, staff,
stakeholders, and customers, including assisting high-level leadership with complex and confidential administrative responsibilities. - Excellent interpersonal, written, and oral communication skills with demonstrated ability to interact effectively with staff,
faculty, alumni/donors, students, and external constituencies. - Demonstrated understanding of confidentiality and compliance
requirements, with proven ability to exercise discretion and sound judgment in handling sensitive information and organizational matters.
- Experience in office management principles, practices, and procedures.
- Knowledge of office equipment
procurement processes; ability to track and maintain inventory of departmental technology resources (e.g., laptops, keyboards, peripherals)
and ensure timely ordering, distribution, and support for staff needs. - Familiarity with organizational processes, protocols,
and procedures. - Solid analytical and critical thinking skills with the ability to anticipate issues, identify problems,
resolve conflicts, and proactively remove obstacles. - Proficiency with productivity software and collaboration tools (e.g.,
Zoom, Teams, Slack) with the ability to quickly learn and adapt to new platforms. - Thorough knowledge of common
organization-specific and other computer application programs. - Political acumen and sensitivity to differing perspectives and
circumstances within all levels of the organization, as well as the Office of the President and external constituencies. - Ability to foster and support a culture of accountability, efficiency, trust, and respect across the organization.
-
Familiarity with the operations of a Controller’s Office, including its core functions and relationships with key partners and stakeholders.
- Knowledge of federal regulations such as FERPA.
SPECIAL CONDITIONS
- Job offer is
contingent upon satisfactory clearance based on Background Check results.
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.
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.
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