UCSD Layoff from Career Appointment: Apply by 07/20/2026 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Reassignment Applicants: Eligible Reassignment clients should contact their Disability Counselor for assistance.
The Senior Administrative Assistant provides high-level administrative, operational, and project coordination support within the Administration Unit and across the Birch Aquarium units as assigned. This position supports departmental leadership and operational priorities by managing administrative functions, coordinating activities across units, and helping ensure the efficient execution of organizational initiatives.
Under general direction, the incumbent independently performs a wide range of advanced administrative and analytical duties. Responsibilities include managing complex and dynamic calendars and scheduling priorities; coordinating meetings, events, and leadership activities; preparing correspondence, briefing materials, reports, and presentations; arranging travel and processing related reimbursements and financial transactions; and maintaining confidential records and sensitive information with a high degree of discretion and professionalism.
The position serves as a central coordination resource within the Administration Unit, supporting communication and workflow across multiple units within the Aquarium. The incumbent gathers and organizes information, monitors commitments and timelines, tracks action items and departmental initiatives, and ensures that leadership priorities and operational needs are supported in a timely and organized manner. The position also identifies opportunities to improve administrative processes and implements workflow or procedural enhancements to increase efficiency.
Supports department-level projects and strategic initiatives that may span multiple functional areas. Duties may include coordinating logistics, compiling and synthesizing information, preparing status updates or analytical summaries, supporting planning activities, and maintaining project documentation from initiation through completion.
The work environment is dynamic, and assignments may shift based on departmental priorities, workload distribution, and emerging operational needs. Work direction is provided by the Administration Unit leadership, and the incumbent is expected to exercise sound judgment, initiative, and flexibility while managing multiple competing priorities with minimal supervision.
The Senior Administrative Assistant will provide work direction and task coordination for temporary administrative support staff as assigned, including prioritizing tasks, clarifying expectations, and monitoring workflow to ensure timely and accurate completion of assigned work. This responsibility reflects lead-level coordination and does not include formal supervisory authority.
The ideal candidate is highly organized, proactive, and adaptable, with strong communication and analytical skills, excellent attention to detail, and the ability to maintain confidentiality while supporting a fast-paced, collaborative environment.
Proven experience in providing high-level administrative support to complex organizations.
Proficient in using personal computers and software packages, including MS Office Suite, Google Workspace, AI, and data processing tools.
Demonstrated ability to implement productivity-enhancing systems, particularly in communication, reporting, and calendaring.
Capability to establish and implement new procedures, with a strong understanding of established protocols.
Experience in event planning and staging small to medium size events.
Exceptional interpersonal skills with the ability to exercise tact, diplomacy, and mature judgment, fostering positive relationships and teamwork.
Proven verbal communication skills to interact effectively and professionally across diverse backgrounds, in person, writing, phone, and email.
Proven ability to maintain confidentiality with sensitive financial, payroll, and personnel information.
Strong organizational skills with the ability to prioritize tasks, manage multiple projects, and meet deadlines under pressure
Ability to work independently with minimal supervision, demonstrating initiative, sound judgment, and adaptability to changing priorities.
Demonstrated ability to compose, edit, and proofread written materials, ensuring clarity, proper grammar, and concise expression.
Skill in locating, analyzing, and synthesizing information, and presenting data effectively using various formats and resources.
Strong analytical skills to understand, interpret, and evaluate complex documents and materials.
Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training will be required. Must meet CANRA compliance requirements per the California Child Abuse and Neglect Reporting Act (“CANRA,” Penal Code sections 11164-11174.4).
Pay Transparency Act
Annual Full Pay Range: $61,429 - $88,030 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $29.42 - $42.16
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.
Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
a. "Misconduct" means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct:
- UC Sexual Violence and Sexual Harassment Policy
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UC Anti-Discrimination Policy
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Abusive Conduct in the Workplace
