111472 - 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.
#111472 Executive AssistantExtended Review Date: Tue 11/23/2021
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 and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
UCSD Layoff from Career Appointment: Apply by 09/07/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 09/16/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position will remain open until a successful candidate has been identified.
Under the general supervision of the administrative lead in Plastic Surgery the incumbent provides a full spectrum of administrative support to the division faculty, to include but not limited to: complex travel preauthorization, coordination and reimbursements, process basic financial transactions, event and seminar coordination, reports preparation, database maintenance, and maintenance of the office filing system (shared drive). Responsible for managing complex calendars, meeting activities, and educational conferences and courses. Coordinate preparation of academic review and merit files. Respond to a variety of information requests and disseminate information through interpersonal, telephone and electronic communications. The Executive Assistant will interact with diverse individuals within and outside the UCSD setting. The Executive Assistant will be expected to meet frequent and changing deadlines, and perform duties as assigned.
Four (4) years of related experience, education/training, OR a Bachelor’s degree in related area.
Demonstrated high-level experience assisting in a scientific, research or academic setting. Must be able to perform at a high level of proficiency and competency.
Advanced organizational skills to meet many concurrent deadlines on a variety of projects. Must be able to prioritize workload while keeping functions in perspective and to encourage others to work with you to complete projects.
Proven ability to perform, maintain confidentiality and exercise tact, diplomacy and flexibility in interacting with supervisor, faculty, staff, patients, residents, medical students and the public.
Extensive PC and software experience to include Windows, Microsoft Office Suite (Word, Excel, PowerPoint) and Internet Navigation.
Excellent oral and written communication skills, including use of correct English grammar, punctuation and spelling.
Strong interpersonal skills and the ability to clearly communicate information to a broad variety of people.
Ability to keep legible, accurate, and retrievable notations, including handwriting.
- Skill in implementing Departmental and University regulations and procedures.
- Familiarity working in a Plastic Surgery or academic faculty specialty setting.
- Experience working with complex calendaring and travel planning.
- Employment is subject to a criminal background check.
- Must be willing to work occasional overtime to meet deadlines.
- Must have access to reliable transportation.
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.