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Administrative Assistant

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UC San Diego

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Location:
United States , La Jolla

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

61429.00 - 88030.00 USD / Year ▼
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Job Description:

UC San Diego has a consistent need for talented Administrative Assistants to support leadership across the University to include the areas of Academic/Student Affairs, Health, Operations, Financial Services, Communications, Research, Advancement, etc.

Job Responsibility:

  • Managing complex calendars for multiple senior executives
  • Coordinating domestic and international travel
  • Tracking expenses, and processing reimbursements
  • Coordinating meetings and preparing meeting materials
  • Serving as a key resource to their department, interacting with senior leaders, faculty, staff, students, and community and governmental organizations
  • Calendaring
  • Zoom meetings
  • Travel
  • Reimbursements
  • Purchasing lab supplies
  • Tracking orders
  • Support to faculty, Lab employees

Requirements:

  • Demonstrated experience managing multiple complex calendars
  • Proven experience with domestic and international travel arrangements, including coordinating with travel agencies to fulfill required travel agendas, researching and utilizing most effective and economical options, and coordinating reimbursement procedures
  • High-level organizational skills, ability to multi-task, extremely strong attention to detail, and the ability to prioritize and follow through on assignments in a timely, proactive, and responsive manner
  • Proficiency with MS Word, Access, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, and various email, database and desktop publishing programs
  • Strong typing/word processing skills to prepare correspondence, reports, and spreadsheets
  • Extensive experience in the planning, coordination, and execution of various types and sizes of meetings and events, including skill and experience in working within a budget
  • negotiating with vendors and service providers to secure venues and catering options
  • Experience with Oracle for Purchasing
  • Demonstrated experience with purchasing practices and procedures including contacting vendors, obtaining and negotiating prices preferred can train
  • Ability to operate personal computers including word processing, spreadsheets, databases, graphics, and scheduling programs
  • Experience with Macintosh and Windows format and environment
  • Experience in coordinating travel arrangements including preparing travel vouchers and other procedures using Concur, Excel, Ability to use spreadsheets, slides, figure and table preparation, back-up, scheduling, and database programs, and equipment
  • Ability to learn new software programs and apply what is learned
  • Demonstrated ability to organize and schedule complex calendar on Outlook and Google Calendar, TEAMS, Zoom meetings
  • Required Word, Adobe and MS Office
  • Background and Reference checks required
What we offer:
  • Medical coverage
  • Paid vacation & sick time
  • Paid holidays
  • Training and development opportunities

Additional Information:

Job Posted:
February 14, 2026

Expiration:
February 25, 2026

Employment Type:
Fulltime
Work Type:
On-site work
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