Job Description

Payroll Title:
BLANK AST 3
Department:
OPHTHALMOLOGY
Salary Range
Commensurate with Experience
Worksite:
Shiley Eye Institute
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Monday - Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.

#110577 Administrative Assistant to the Chief of Cornea

Filing Deadline: Tue 10/5/2021

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

UCSD Layoff from Career Appointment: Apply by 07/20/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 07/30/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

In order for your application to be considered complete, you must upload a cover letter.

This position will remain open until a candidate has been successfully identified.

DESCRIPTION

The Department of Ophthalmology is comprised of 40 faculty physicians and scientists, 12 resident physicians, and 13 (including clinical and research) post-doctoral physicians and scientists and over 200 staff with 7 divisions - Glaucoma, Retina, Cornea & Refractive Surgery, Pediatrics, Oculoplastics, Uveitis, and Neuro-ophthalmology. Clinical services are provided at the Shiley Eye Center, Ratner Eye Center, Perlman Medical Office, Hamilton Glaucoma and Jacobs Retina Center, UCSD Health Sciences (UCSDHS) Hillcrest ambulatory center and the Veterans Administration (VA) Hospital. The Department of Ophthalmology has the largest single outpatient clinic at the University of California, San Diego with over 110,000 visits annually. Additionally, over 5400 surgical cases are performed.

The Assistant to the Chief of Cornea and Keratorefractive Surgery provides day-to-day organizational management, project development, implementation, and policy coordination to new and ongoing projects and programs of the division. Oversees high-level administrative support for the Division Chief, which requires tact, diplomacy and discretion on a wide variety of complex and sensitive issues. Responsible for all Division of Cornea and Refractive Surgery-specific client/customer-service activities, serving as resource to faculty, staff, physicians, residents, fellows and patients.

Provides research and makes recommendations in the development of programs and policies within the division. Participates in planning and makes contributions to the short and long-term goals of the division. Responsibilities also include the management of complex travel and meeting calendars; program and events management that includes overseeing the coordination and arrangements for meetings, seminars, conferences; overseeing and providing analysis in triaging correspondence and telephone calls; overseeing the preparation of reports, academic review files, book chapters and manuscripts; policy and procedural development; and other business services.

Independently serve as a Research Administrative Coordinator for clinical research trials, including managing and implementing the recruitment, retention and quality control with the general direction of Principal Investigators (PIs). Oversee the preparation, completion and ensure accuracy on submission of study forms and adverse event reporting.

Under the general supervision of the Vice Chair of Education and Chief of Cornea and Refractive Surgery, manage and oversee all aspects of the Cornea and Refractive Fellowship Program. Recruit potential cornea/refractive surgery fellows using SF Match. Plan, coordinate and provide comprehensive orientation to new fellows, as well as develop and compose orientation calendars and fellowship handbooks.

MINIMUM QUALIFICATIONS

  • Demonstrate experience providing exceptional support to executive level management position or health care provider.

  • Demonstrated knowledge and understanding of all components of the medical education process.

  • Proven skill at establishing effective working relationships with various community clinics and hospitals in order to facilitate fellowship program needs.

  • Ability to transcribe documents from handwritten and dictated materials, using scientific and medical terminology.

  • Experience with processing various and complex financial transactions with online financial systems; including accounts payable, accounts receivable, budgets and financial reporting. Experience with identifying account variances by researching and reporting discrepancies in budget reports.

  • Advanced skills and experience using web-based technology, spreadsheets, electronic calendaring and word processing software.

  • Experience planning and coordinating complex conference travel activities and managing complex calendars. Experience in planning and making logistical arrangements or events, orientations, group and individual meetings.

  • Strong analytical and problem solving skills with the ability to analyze situations, identify existing or potential problems, recommend solutions, determine and implement procedures to accomplish effective resolution.

  • Ability to maintain strict confidentiality with experience applying good judgment and discretion in difficult situations--while working with a variety of sensitive issues/highly confidential information.

  • Excellent interpersonal skills, including tact, diplomacy and flexibility. Ability to interact with individuals and groups both within and outside of the University; ability to promote positive relationships.

  • Superb communication skills. Excellence and ability to maintain good working relationships in team oriented environment to promote positive outcomes.

PREFERRED QUALIFICATIONS

  • Experience interpreting/coordinating research protocols and the corresponding data requirements. Experience with human subjects research and Institutional Review Board (IRB) processes.
  • Knowledge of campus financial systems; purchasing, travel and entertainment policies and procedures.
  • Experience working in a Keratorefractive Surgery clinic.
  • Knowledge of campus financial systems; purchasing, travel and entertainment policies and procedures.
  • Knowledge of and adherence to UCSD Principles of Community.
  • Experience using Epic.

SPECIAL CONDITIONS

  • Employment is subject to a criminal background check and pre-employment physical.
  • May be required to work overtime to meet office and clinic needs.

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.

Application Instructions

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