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Executive Assistant to the Chair/AdVC - 116138
University of California, San Diego in La Jolla, California
Date Posted 05/26/2022
Admin-Executive Assistants
Employment Type
Application Deadline Open until filled

UCSD Layoff from Career Appointment: Apply by 05/05/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 05/16/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will remain open until filled.

Department of Pediatrics is one of the largest departments within the UCSD School of Medicine with comprehensive clinical programs, extensive basic science and clinical research, and diverse educational opportunities for students, residents and fellows. The internationally renowned faculty play a major role in medical and graduate student training, providing educational and programmatic offerings that span several disciplines, and provide diversity to meet the interests of a broad spectrum of students and scholars. More than one hundred trainees at the graduate student and postdoctoral level, as well as more than 300 professional, research and administrative staff who along with the department administrators interact closely with the faculty. The diverse mix of ages, backgrounds, and talents creates a robust work environment with challenging career opportunities and a commitment to continued growth potential. We constantly seek to recruit highly motivated, technologically-advanced and interested individuals to become a part of our dynamic cutting-edge research, clinical, and educational environment.

The Executive Assistant for the Chair and Administrative Vice Chair of the Department will provide C-Level administrative support on a wide range of issues which are highly confidential and extremely sensitive. Responsible for high level executive administrative support to the Department Chair, including management of complex calendars for meetings/conferences, travel arrangements, status reports and ad-hoc statistical reports as requested and needed. Attend Department meetings, compiling data and composing concise executive summaries. Act as high-level liaison to the Department Chair And Administrative Vice Chair for faculty, staff, patients, university officials, professional societies, and other universities and academic institutions.

Duties include administrative support in the areas of communications and document management in a team environment. Ensures the efficient and effective functioning of the day-to-day activities of the Department Chair and Administrative Vice Chair's office, while maintaining the Department’s electronic and paper filing systems as well as assisting with long and short term administrative needs as assigned. Assists with academic and research correspondence, as required. Coordinates academic personnel matters. Resolves problems which have a significant impact on the overall goals of the Department. Position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact and independent judgment. While performing duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment.

For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

  • Seven (7) years of related experience, education/training, OR a Bachelor’s degree in related area plus three (3) years of related experience/training.

  • Familiarity with the organization's processes, protocols and procedures.

  • Knowledge of federal regulations such as FERPA.

  • Thorough knowledge of common organization-specific and other computer application programs.

  • Solid analytical / problem-solving skills.

  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.

  • Strong service orientation.

  • Effective skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.

  • Excellent advising and counseling skills.

  • Ability to use high-level discretion and maintain a high level of confidentiality. Experience working with a diverse and demanding community with high expectations for quality service. Experience providing executive level administrative support to help meet frequent, critical deadlines on highly confidential and sensitive matters.

  • Ability to multi-task with demanding timeframes. Advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.

  • Proven experience providing executive level administrative support; knowledge and experience in arranging meeting and events; experience maintaining multiple balanced schedules, arranging travel and coordinating meetings with diversified faculty and staff.

  • Knowledge of UC San Diego Policies and Procedures, particularly those involving travel, expenditures and expenditure reimbursements.
  • Familiarity with UC San Diego’s Business Systems.
  • Experience using Oracle and/or Concur.
  • Employment is subject to a criminal background check.
  • Occasional evenings and weekends may be required.
  • Must be able to work various hours and locations based on business need.
  • Must have access to reliable transportation.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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.

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

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