111436 - Executive Assistant
As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.
#111436 Executive AssistantFiling Deadline: Tue 10/26/2021
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
This position will remain open until a successful candidate has been identified.
UCSD Layoff from Career Appointment: Apply by 09/02/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 9/14/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
In 2013, businessman and philanthropist T. Denny Sanford committed $100 million to the creation of the Sanford Stem Cell Clinical Center (Sanford Center) at UC San Diego. This gift established the Sanford Center, a $286M program to accelerate development of drugs and cell therapies inspired by and derived from current human stem cell research. These advancements establish, promote and disseminate clinical trials and patient therapies that will help more quickly transform promise into reality.
Sanford Stem Cell Clinical Center (Sanford Center) is among the University’s most highly visible and top priority interdisciplinary and multi-institutional programs. Sanford Center provides essential physical and human resources needed to leverage stem cell research currently being conducted at UC San Diego. Due to the complexity of regenerative medicine projects and substantial institutional investment, on a daily basis Sanford Center personnel work with all 9 Vice Chancellor areas: Academic Affairs; Research Affairs; Equality, Diversity, and Inclusion; Student Affairs; Marine Sciences; Health Sciences; Health System; Chief Financial Officer; Advancement; Resource Management and Planning.
As part of UC San Diego Health, the Sanford Center motivates University-wide change and sustainability, focusing on creating the structure under which various innovative regenerative medicine units and initiatives are developed. Sanford Center has led several successful and highly visible interdisciplinary faculty recruitments, committing to over $18M towards faculty start-up, retention, and research funds for 17 faculty members. Sanford Center also played a pivotal role in securing over $48M of grants from California Institute of Regenerative Medicine (CIRM), awarded respectively to dept. of Bioengineering, Pediatrics, Cellular & Molecular Medicine, Neurosciences, Medicine, and Sanford Center.
Sanford Center integrates its clinical operations at two UC San Diego medical centers - Jacobs Medical Center (JMC) and the Outpatient Pavilion (OPP), encompassing 12 inpatient beds and 9 outpatient exam rooms. We have contributed $7M towards the capital construction of JMC and OPP and are committed to another $5.5M towards the completion of these medical centers. Sanford Center is also a significant contributor ($3M) to the expansion and operations of UC San Diego’s GMP facility - Advanced Cell Therapy Laboratory (ACTL), located at 10300 Campus Point Drive, San Diego, CA 92121. The ACTL consists of two ISO 7 clean rooms and a laboratory, occupying 1675 sq ft. In addition, through its basic science arm - UCSD Stem Cell Program - Sanford Center provides needed resources and coordination to research conducted at the Sanford Consortium for Regenerative Medicine - an innovative "collaboratory" of San Diego scientists from five major stem cell research institutions: UC San Diego, Sanford Burnham Prebys Medical Discovery Institute, Salk Institute for Biological Studies, Scripps Research Institute, and La Jolla Institute for Allergy & Immunology.
Under supervision, the Executive Assistant will be responsible for providing administrative, strategic, and research support to Sanford Stem Cell Clinical Center supported faculty and staff leaders. Act as a key liaison between Sanford Stem Cell Clinical Center and entities within and outside of UCSD, including other UC academic institutions and outside collaborators. Provide high-level professional project coordination and support to Sanford Stem Cell Clinical Center supported faculty and staff leaders requiring tact, diplomacy, and discretion on a wide variety of complex and sensitive issues. Provide administrative support, manage complex calendars, 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 unit. Provide support for research and contract & grant administration. Assist with faculty and staff recruitment. Maintain confidential personnel files. Utilizing a thorough knowledge of the Sanford Center 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, time-pressured environment.
Demonstrated experience providing full range of high level independent executive administrative support combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize office functions.
Advanced skill level with MS Office, including word processing software application (Word) and demonstrated knowledge of software such as Excel and PowerPoint. Experience with preparing presentations, including using PowerPoint slides, tables, and graphs.
Proven ability to work independently without direct supervision using initiative and resourcefulness. Ability and willingness to learn new skills and take on new tasks as needed for all aspects of the position. Strong independent prioritization and allocations skills. Strict sense of confidentiality.
Excellent interpersonal, oral and written communication skills, including diplomacy, tact, and flexibility. Proven ability to interact with all organizational levels and to communicate effectively and professionally both in person and via phone. Strong phone etiquette. Ability to present a positive impression in person, on the telephone and through email.
Fast and accurate typing/word processing skills. Experience operating general office equipment including computer, printer, copier, fax, etc.
Ability to identify problems and develop responsive, creative, innovative and effective solutions and recommendations. Analytical and comprehension skills to understand and interpret complex written materials.
Demonstrated experience coordinating, maintaining and arranging complex calendars for meetings, appointments, and travel.
Experience in planning and organizing functions, meetings and/or special events. This includes preparing agenda, collating/distributing materials, and documenting/formatting minutes of meetings and ensuring action items are completed, followed-up and documented.
Experience developing and editing documents. Experience producing marketing materials, letters, correspondence and/or reports containing tables, slides, graphs, etc.
- Knowledge of medical and research terminology.
- Experience with disbursement processes and procedures. Experience reconciling accounts and ledgers.
- Experience working with UCSD systems/databases and knowledge of UCSD policies and business practices.
- Demonstrated understanding of basic accounting principles.
- Knowledge and experience of contract and grant proposal submissions to federal, state, or private funding organizations.
- Employment is subject to a criminal background check.
- Occasional evenings and weekends may be required.
- Overtime may be necessary to meet departmental deadlines and complete special projects.
- Must have access to reliable transportation as some travel is 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.