The Department of Surgery is one of the largest departments in the School of Medicine and is comprised of 102 full time faculty members, 220 voluntary faculty members, 20 physicians employed on MSP agreements, 25 doctors employed by the VA or other facilities, 77 accredited and 13 non-accredited trainees and 100 career staff. Activities are organized in 13 sub-specialty divisions. Annual expenditures across the Department total over $66.5M with a global research portfolio of over $19M. The missions of research, education and patient care are intertwined, and are integral to the goals of the department. As a leader in research and patient care, the UC San Diego

Department of Surgery is committed to providing the latest in expert and compassionate treatment, performing leading-edge research, and training the next generation of top plastic surgeons. UC San Diego Health is currently ranked among America's best hospitals by U.S. News & World Report.

The Executive Assistant will manage and provide high-level administrative services and operational support to the Plastic Surgery Division Chief. Executive Assistant will manage and provide high level operational support, as well as other faculty as needed.

Duties include coordinating meetings and creating agenda for meetings; coordinating travel; managing schedules, independently composing and proofing a high daily volume of correspondence while coordinating appropriate actions to resolve any issues that arise. Provide planning and support for division events. Format PowerPoint presentations. Coordinate/oversee general office duties. All duties require the use of tact, strict confidentiality in the handling of sensitive information, independent judgment, discretion and flexibility.

The Executive Assistant will follow best practices and compile and analyze information to provide long-range planning of administrative practices.

The Executive Assistant is responsible for triaging all correspondence and calls on behalf of the Division Chief, drafting correspondence (including confidential and sensitive related content). Will interface with all levels of academia, and department personnel.

Additional responsibilities include prepare technical materials and information for meetings, conferences and events. Provide academic support including, but not limited to, updating CV, UCSD BioBibliography, NIH biosketches, submissions for publication, updating listings of grants, as well as support the processing of visas for international staff and visitors.

The Executive Assistant will use professional concepts to apply organizational policies and procedures to oversee a wide and complex variety of ongoing administrative operational issues, analyze and resolve operational issues of moderate to high level scope, and special projects as needed.

• Four(4) years of related experience, education/training, OR a Bachelor's degree in related area. Three (3) or more years of relevant experience preferred.

• Solid organizational skills and ability to multi-task with demanding timeframes.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

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

• Ability to use sound judgment in responding to issues and concerns.

• Ability to use discretion and maintain confidentiality.

• Administrative experience in order to perform the essential functions of the position to include office administration and management, complex scheduling, international and domestic travel arrangements, and long-range planning.

• Knowledge and understanding of University and departmental policies and procedures (e.g., prepare travel, reimbursement and entertainment forms with the knowledge of UCSD policies and procedures as they relate to travel and campus services) and working knowledge of University-wide and UCSD organizations and structures.

• Two (2) or more years of demonstrated experience supporting high level executive.

• Employment is subject to a criminal background check.

• Must be available to work flexible hours, including weekends and evenings when required (overtime).