111126 - Executive Assistant
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#111126 Executive AssistantInitial Review Date: Thu 10/21/2021
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/2021/10/flu-vaccination-requirement-for-uc-students,-faculty-and-staff-issued-for-2021-2022.html
UCSD Layoff from Career Appointment: Apply by 09/13/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 09/22/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The Department of Pediatrics is one of the largest departments within the School of Medicine with approximately 250 Faculty, 127 postdoctoral fellows (both MDs and PhDs) along with over 320 support staff (not including hospital staff). In addition, the Department has 68 clinical residents distributed across the Divisions. The missions of research, education and patient care are intertwined, and are integral to the goals of the department.
The Department manages a university-affiliated children's health system with the physicians and leadership of the University of California, San Diego (UCSD), Rady Children's Hospital, and Rady Children's Specialists of San Diego, a Medical Practice Foundation, unifying pediatric patient care, research, education and community service programs.
Provide high-level, executive administrative support to the PI and the Knight lab, which are significantly complex and broad in scope as the PI leads several University wide programs. Assume responsibility for coordination on the PI's behalf for projects. Coordinate media and VIP visits to project sites and manage PI interview schedules. Manage 20+ meetings per week as well as related presentations in support of projects.
Coordinate the day-to-day business operations of the lab, including meetings and events, facilitation of contract and grant proposal submission, fundraising/development activities support, and personnel matters including faculty and staff recruitment. Provide support for planning and offer recommendations/resolution to problems. Will also facilitate completion of reports and perform special projects, and respond to queries regarding complex issues and information. Supervise the management, maintenance, and development of the electronic filing systems, coordinate travel, and provide general office support. Provide full scope of office management and senior level support; manage workflow, calendars, and schedules. Develop and maintain tracking system for pending projects, assignments and all associated deadlines
Advanced organizational and project management skills. Ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.
Ability to interact professionally, effectively and diplomatically both orally and in writing with a wide variety of people including media outlets, donors, government agencies, other academic institutions, and members of the community from diverse cultures and backgrounds.Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
Demonstrated experience with complex calendaring, travel, and event planning.
Skill in analyzing information, situations, practices, or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.
Excellent computer skills, including at least intermediate-level ability with Microsoft Office programs. Demonstrated ability to create complex spreadsheets and Word documents.
Strong ability to schedule, arrange, and coordinate meetings and special events, manage travel arrangements, and prepare accurate travel-related forms for submission and reimbursement.
Working knowledge of common organization-specific and other computer application programs.
Ability to use discretion and maintain confidentiality.
- Experience in contract and grant proposal formats, preparation, submission and administration, as well as knowledge of Federal, State and private granting agency regulations.
- Experience with academic review processes to include coordination of academic review file submission, maintaining up-to-date electronic curriculum vitae, bibliography, course review materials and professional materials, ensuring all materials are in the proper format; published articles, book chapters, and abstracts.
- Experience working in research laboratory and clinical settings.
- Employment is subject to a criminal background check.
- Occasional evenings and weekends 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!
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