Payroll Title:
ADMIN OFCR 2 CX Department:
CLINICAL TRANSLA RESEARCH INST Hiring Pay Scale
$32.75 - $50.62 / Hour Worksite:
East Campus (La Jolla) Appointment Type:
Career Appointment Percent:
100% Union:
CX Contract Total Openings:
1 Work Schedule:
Days, 8-Hour Shifts, Monday-Friday

#140479 Executive Operations Coordinator - ACTRI - Hybrid
Filing Deadline: Fri 7/24/2026
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This position will work a hybrid schedule which includes a combination of working both onsite in La Jolla and remote.

DESCRIPTION

The Altman Clinical and Translational Research Institute (ACTRI) is an NIH-funded Clinical and Translational Science Award (CTSA) institution that provides the infrastructure to support high-quality and innovative translational research. ACTRI's vision is to translate scientific discoveries into improved health by delivering education, training, and infrastructure for clinical research in the San Diego area and beyond. Davey Smith, MD and Mike Hogarth, MD are the principal investigators on ACTRI's CTSA grant. The ACTRI functions under the direction of Dr. Smith, Director and Assistant Vice Chancellor of Clinical and Translational Research at UC San Diego.

The Clinical Research Administration (CRA) at UC San Diego provides the centralized infrastructure that enables compliant, efficient, and ethically conducted clinical research involving human subjects. The department brings together several specialized administrative units that support the full lifecycle of clinical research. CRA is comprised of the Office of Coverage Analysis Administration (OCAA), Office of Clinical Trials Administration (OCTA), and the Office of IRB Administration (OIA). The CRA functions under the direction of Gary Firestein, MD, Senior Associate Vice Chancellor for Health Sciences at UC San Diego.

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. Serving as a key operational partner to senior leadership, the Executive Operations Coordinator independently manages 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.

Under general direction, the incumbent applies advanced professional administrative concepts, organizational policies, and operational procedures to oversee and coordinate a wide range of administrative, operational, and strategic activities. The Executive Operations Coordinator serves as a central point of coordination, communication, and institutional liaison for executive 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.

The position is responsible for coordinating executive operations, supporting governance and leadership activities, administering defined operational programs and initiatives, managing executive communications and priorities, monitoring progress on strategic projects, and facilitating effective workflow across multiple functional and organizational areas. The incumbent independently analyzes and resolves operational issues of moderate scope and complexity, develops and implements process improvements, and coordinates cross-functional activities that enhance organizational effectiveness and support institutional goals.

The Executive Operations Coordinator must demonstrate 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. The role requires substantial initiative, strong executive-level administrative and project coordination skills, the ability to anticipate leadership needs, and the capacity to work collaboratively with diverse constituencies across the University, health system, research enterprise, and external partner organizations.

MINIMUM QUALIFICATIONS

• 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.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Ability to foster collaboration, build partnerships, and communicate effectively across diverse stakeholders.
• Adaptability and responsiveness to new and changing situations in dynamic academic or research environments.
• 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.
• Ability to independently draft, edit, proofread, and finalize executive correspondence, reports, presentations, and other professional communications with a high degree of accuracy and professionalism
• 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.

PREFERRED QUALIFICATIONS

• Working knowledge of UC San Diego administrative systems and processes, including travel and reimbursement systems, purchasing, entertainment, and financial reconciliation procedures.
• Experience supporting complex organizational initiatives, strategic projects, or operational programs in a matrixed environment.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.
• Occasional evenings and weekends may be required.

Pay Transparency Act

Annual Full Pay Range: $68,382 - $105,695 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $32.75 - $50.62

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).

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UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

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 .