110532 - Executive Assistant - Student Health & Well-Being
As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.
#110532 Executive Assistant - Student Health & Well-BeingExtended Review Date: Mon 9/13/2021
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus before they will be allowed on campus or in a facility or office. For more information visit: https://ucnet.universityofcalifornia.edu/news/2021/07/ucs-covid-19-vaccine-policy.html
This position will remain open until a successful candidate has been identified.
UCSD Layoff from Career Appointment: Apply by 07/15/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 07/26/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The Student Health and Well-Being (SHW) cluster of the UC San Diego Health System plays a leadership role in creating a strong and active wellness culture at UC San Diego that enables all students to flourish in body, mind and spirit. This includes promotion and the expansion/development of a student health and well-being center, and the transformation of existing departments, under the oversight of the executive director, into a cohesive, trans-disciplinary source of integrated wellness services. The SHW cluster includes the departments of Student Health Services (SHS), Health Promotion Services (HPS), Counseling and Psychological Services (CAPS) and SHW Administration. SHW provides health promotion, counseling and psychological services and primary medical care, including urgent care and support services, to over 40,000 undergraduate, graduate and professional students.
Staff consists of physicians, psychiatrists, psychologist, pharmacists, optometrists, nurse practitioners, registered nurses, social workers, x-ray technologists, clinical laboratory scientists, medical lab assistants, medical assistants, health educators, administrative and other healthcare professionals. SHW Administration provides business, financial and infrastructure services, including support for the Executive Director's Office, business and clinical informatics, data analytics, information technology, budget management, resource planning and administration, human resources, credentialing, medical records, insurance/patient billing and collections, facilities, equipment and space management.
Under direction of the Executive Director (ED) and Department Business Officer (DBO), incumbent will provide high level executive level administrative and operational support to the ED, DBO and staff. Supports the Student Health and Well-being (SHW) mission on a wide range of issues, which may be highly confidential and extremely sensitive. Serves as the principal liaison between the ED and DBO, staff, students, UCSD departments, UCs, UC Office of the President, other organizations and the general public.
Ensures the efficient and effective functioning of the day-to-day activities of the ED's Office, while maintaining a highly organized SHW electronic and paper filing systems, as well as assisting with long- and short-term administrative needs. Manages complex calendars for meetings/conferences, travel arrangements and reconciliations, status reports and ad-hoc reports. Manages the ED's e-mail, calendar, mail, requests and action items. Initiates assignment of action items to ED's senior staff. Tracks action items and ensure completion. Attends meetings and compiles data, records minutes and composes concise executive summaries. Independently researches and authors agendas, minutes, reports, audio-visual presentations and official correspondence for the ED and DBO.
Under DBO direction, responsible for the administration, management and development of a variety of new and ongoing programs in support of human resources activities, administrative, business and clinical operations of SHW. Acts as primary resource for program information, dissemination and coordination. Works on assignments that are complex in nature and require considerable judgment, initiative and technical/specialized knowledge to resolve problems and/or develop recommended solutions. Determines and locates sources for collecting information, independently collects data, analyzes and compiles factually accurate information, and summarizes reports of administrators, external agencies and committees for the ED.
Demonstrates excellent written and oral communication skills with exceptional interpersonal skills to communicate and interact in a courteous and effective manner, using tact and diplomacy while exercising good judgment with diverse individuals at all levels in person, in writing, by telephone or electronically. Demonstrates high level organizational skills, ability to multitask, constant and consistent attention to details and ability to prioritize.
Seven (7) years of related experience, education/training, OR a Bachelor’s degree in related area plus three (3) years of relevant experience.
Senior/advanced general administrative skills/ knowledge of most general administrative issues. Ability to manage complex multi-calendars, coordinate meetings and create reasonable schedules to allow efficient and effective logistics.
Experience with taking meeting minutes, ability to write clear, brief notes, record motions, actions and decisions, attendance list, and produce a final minutes report that is accurate, complete and distributed in a timely manner. Must be able to edit own work and use proper grammar and punctuation.
Advanced skills in PowerPoint to create professional slides for meeting/conference presentations, including embedding items from other applications. Effective and efficient coordination with various stakeholders to gather and include pertinent data into PowerPoint report.
Thorough knowledge of common organization-specific and other computer application programs. Intermediate to advanced knowledge and experience with Microsoft Word, Excel, PowerPoint and Outlook. Experience with Visio, SharePoint, internet browser and scanning.
Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing.
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. Cultural competency in working with diverse populations including excellent communication skills and advocacy skills.
Knowledge of federal regulations such as FERPA. Knowledge of HIPAA requirements. Ability to use discretion, maintain confidentiality and comply with all requirements in use of computer systems and access to any and all patient, student, employee and University data, in electronic and hard copy formats, in compliance with University, state and federal guidelines, including, but not limited to Health Insurance Portability and Accountability Act (HIPAA) and Family Educational Rights and Privacy Act (FERPA).
Ability to maintain a professional demeanor during interactions with a wide variety of personalities in demanding situations. Uphold the UCSD Principles of Community and promote a positive and collaborative team environment. Ability to adhere to and practice the mandatory University Core Values & Safety Standards of performance, demonstrate at all times the characteristics of professionalism in attire, attitude, conversation, behavior and attentiveness to others.
Proven experience and competency with standard business equipment, computer technologies and a variety of software including system and networking software, Microsoft Office suite, email and a variety of web-based programs and browsers, with the willingness and ability to update and increase skills as needed to meet the goals of the unit and the division.
- Experience working in a healthcare and/or academic setting.
- Employment is subject to a criminal background check and pre-employment physical.
- Must be able to work various hours and locations based on business needs, such as evenings and weekends.
- Occasional travel may be required.
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 is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic 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.