UCSD Layoff from Career Appointment: Apply by 11/29/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/06/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Placement within the salary range is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).

This position will remain open until filled.

Effective 12/08/22 the classification for the posting has been updated.

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 to the Chair/AdVC and Events Manager performs a wide range of duties that require confidentiality, tact, diplomacy, sound judgment, analytical decision-making skills, and discretion on a wide variety of complex and sensitive issues. The incumbent must demonstrate a high degree of discretion and professionalism in a rapidly changing, high-demand and constrained environment, with strong organizational skills and the ability to be flexible as demands and priorities change.

The Executive Assistant and Events Manager provides leadership and professional expertise for units at the highest levels of administration at the University.

The Executive Assistant and Events Manager manages the Pediatrics Department Chair/AdVC time and commitment, independently evaluating and managing shifting priorities on complex calendars, must manage a high volume of communication and information with high-profiled leadership, must be able to organize, research, track, interpret, analyze and present information in concise and appropriate formats for the Chair/AdVC to assist in timely responses, appointment scheduling, meeting, conference and event planning, domestic and international travel arrangements, and travel reimbursement and reconciliation. Support the purchasing of supplies, equipment, and non-standard items. Analyze problems and recommend options. Gather and analyze financial information. Participate in long range planning for the needs of the Department. Provide support for research and contract & grant administration. Assist with faculty and staff recruitment. Maintain confidential personnel files. Utilizing a thorough knowledge of the Pediatrics clinical and academic activities, independently respond to a variety of information requests and disseminate information through interpersonal, telephone and electronic communications. Route calls, information/data requests, and issues to the appropriate personnel. While performing duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing and fast environment.

The incumbent ensures that the Chair/AdVC are briefed for meetings and events with a wide range of individuals and groups. Incumbent will interact with all levels of the organization, including campus executive administration support staff, donors and prospects, and international, governmental and community contacts and organizations. Responsible for independent problem-solving and high quality service, and also group process approach to accomplishing work. As requested, manages special projects of a highly confidential and sensitive nature.

The Executive Assistant and Events Manager will be responsible for providing administrative, strategic, and research support to the Chair/AdVC, Pediatrics Business Office, supported faculty and staff leaders. Act as a key liaison between Pediatrics and entities within and outside of UCSD, including other UC academic institutions, Rady Children's Hospital, and outside collaborators.

Functions with a high degree of autonomy and sets the bar for support and organizational strategy. Performs other duties as assigned.

• Bachelor's degree in related area and / or equivalent experience / training.Five (5) or more years of relevant experience.

• Advanced knowledge of the organization's processes, protocols and procedures. Demonstrated working experience in managing/arranging a significant schedule of national and international travel for high level management. Proven experience serving in a liaison capacity to a high-level executive. Experience in representing high level management in a highly professional manner.

• Intermediate to advanced knowledge of common organization-specific computer applications. Demonstrated experience with a wide range of computer software, including calendar, spreadsheet, database and word processing applications.

• Demonstrated record of strong executive-level administrative skills that include handling complicated executive calendars and scheduling travel. Ability to make decisions independently and to anticipate the needs of a high-level executive. Ability to organize and coordinate executive-level calendar.

• Experience in assessing and evaluating issues, conducting appropriate research, making recommendations and taking appropriate action regarding complex and frequently sensitive issues. Ability to focus on key issues and possess in-depth knowledge of a broad range of issues.

• 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 interpersonal skills including tact, diplomacy, adaptability and skills in recognizing politically sensitive situations and ability to maintain professional demeanor in a dynamic office environment.

• Advanced service orientation. Demonstrated experience in functioning independently at the highest executive assistant level, exercising outstanding professionalism, sound judgment and common sense. Ability to rapidly adapt to a wide range of leadership styles.

• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing. Demonstrated outstanding oral and written communication skills to communicate with a diverse population using diplomacy, flexibility and tact. Demonstrated skill in communicating issues clearly and gathering information through appropriate consultation with a wide variety of constituents.

• Ability to multi-task with demanding timeframes. Demonstrated working experience in organizing and establishing job priorities to meet deadlines in a fast-paced executive office.

• Ability to use a high level of discretion and maintain all confidentiality. Ability to maintain strict confidentiality with demonstrated experience in utilizing good judgment and discretion when working with a variety of sensitive issues or highly confidential information. Ability to represent the University's best interests at all times.

• Small to mid-level project management skills. Demonstrated 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.

• Advising and counseling skills.

• Strong composition, editing, and proofreading skills to review copy for appropriate style, consistency, format, completeness, errors, etc. Superior proofreading and editing skills to ensure accuracy and correct grammatical content of documents.

• Proficient use of Microsoft Office Suite, including using and creating Excel spreadsheets, creating and modifying Word documents, and utilizing Outlook (email, calendar). Proficient in web-based applications, graphics programs, and ability to provide support to others in Microsoft Office and other PC software.

• Proven experience in coordinating high-level inter-departmental events, meetings, conferences, and/or workshops with various organizations and individuals. Demonstrated experience with complex calendaring and extensive travel planning, including booking, creating itineraries, reconciling expenses, and travel reimbursements.

• Demonstrated experience with complex calendaring, and UCSD related travel, procurement, reimbursement, and event planning.

• Experience working on Academic Appointments and Academic File preparation.

• Demonstrated experience in preparation and submission of contracts and grants for research funding.

• Knowledge of UCSD Policies and Procedures, particularly those involving travel, expenditures and expenditure reimbursements. Demonstrated knowledge of University policy and procedures for purchasing, travel, disbursements, inventory, and contract and grant administration.

• Knowledge of medical and/or scientific terminology.

• Experience working with clinical trials and stem cell related research and stem cell organizations.

• Knowledge and experience using UCSD systems: Oracle Financial Cloud, Oracle Procurement, Kuali Research, Concur, Business Analytics Hub reports.

• Experience with California Institute of Regenerative Medicine (CIRM.

• Knowledge of federal regulations such as FERPA.

• Employment is subject to a criminal background check.

• Willing to work a flexible schedule, including evenings and weekends when required.

• Overtime may be necessary to meet departmental deadlines and complete special projects.

• Must have valid California Driver’s License and acceptable driving record.

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

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

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.

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