Executive Operations Coordinator - ACTRI - Hybrid - 140479

About the role

The Executive Operations Coordinator role is designed to provide high-level executive operations, project management, strategic coordination, and administrative support appropriate for executive leadership within a complex academic health sciences and research environment.

Responsibilities

• Serve as a key operational partner to senior leadership, facilitating collaboration and follow-through across internal and external stakeholders while exercising sound judgment, discretion, diplomacy, and political acumen in managing sensitive and confidential matters involving faculty, staff, institutional leadership, sponsors, and community partners.
• Independently manage a broad portfolio of executive, operational, and organizational responsibilities in support of ACTRI and CRA leadership priorities, strategic initiatives, institutional partnerships, and day-to-day operations.
• Coordinate executive operations, support governance and leadership activities, administer defined operational programs and initiatives, manage executive communications and priorities, monitor progress on strategic projects, and facilitate effective workflow across multiple functional and organizational areas.
• Independently analyze and resolve operational issues of moderate scope and complexity, develop and implement process improvements, and coordinate cross-functional activities that enhance organizational effectiveness and support institutional goals.

Requirements

• Six years of related experience, education/training, OR a Bachelor’s degree in related area plus two years of related experience/training.
• Ability to use sound judgment in responding to issues and concerns.
• Strong organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Experience supporting executive-level leadership within a complex academic, healthcare, or research environment.
• Experience managing highly complex executive calendars, scheduling priorities, and competing deadlines involving multiple stakeholders.
• Experience coordinating executive meetings, conferences, retreats, and special events, including preparation of agendas, meeting materials, minutes, audiovisual coordination, and logistical support for in-person and virtual meetings.
• Strong organizational and project management skills with demonstrated ability to independently track action items, manage competing priorities, and ensure timely follow-through on multiple concurrent initiatives.
• Experience supporting complex organizational initiatives, strategic projects, or operational programs in a matrixed environment.

Qualifications

• Exceptional organizational, analytical, communication, and interpersonal skills, with the ability to manage competing priorities in a fast-paced executive environment while maintaining a high level of professionalism, responsiveness, and attention to detail.
• Political acumen, professionalism, and interpersonal skills necessary to interact effectively with senior leadership, faculty, staff, external organizations, and community stakeholders.
• Proficiency with Microsoft Office Suite, Zoom, shared calendaring platforms, collaborative work management tools, and other business productivity applications.
• Exercise independent judgment, discretion, diplomacy, and political acumen while effectively managing highly sensitive, confidential, and high-profile matters.
• Experience coordinating complex domestic and international travel arrangements, processing travel reimbursements, and reconciling expenses in accordance with University policies and procedures.

Skills

• Advanced professional administrative concepts, organizational policies, and operational procedures.
• Sound judgment in responding to issues and concerns.
• Strong organizational and project management skills.
• Effective communication and interpersonal skills.
• Discretion and confidentiality.
• Collaboration and partnership building.
• Adaptability and responsiveness to new and changing situations.

Benefits

UC San Diego offers a comprehensive benefits package including medical, dental, vision, retirement plans, and paid time off.

Pay

Hiring Pay Scale: $32.75 - $50.62 / Hour

Schedule

Days, 8-Hour Shifts, Monday-Friday