112316 - Executive Assistant
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#112316 Executive AssistantInitial Review Date: Fri 11/26/2021
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The UCSD Department of Radiology is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, leading-edge research, and state-of-the-art services for clinical and translational studies. The department is committed to offering a dynamic learning environment and growth opportunities to its talented and dedicated employees.
Under the supervision of the Academic Affairs Director, the incumbent will perform a wide variety of executive level administrative support for the Education Service Unit, and the Department's Executive Vice-Chair (EVC).
Independently and analytically support the following Education Service Unit programs: Accreditation Council for Graduate Medical Education (ACGME) and non-ACGME accredited fellowship programs, postdoctoral scholars, visiting scholars, medical students, continuing medical education (CME) courses, and other educational programs. Provide high-level assistance through collection, maintenance, and coordination of Education Service Unit documentation; maintain updated electronic files and other documents required for processing of files. Utilize MedHub, ERAS, and NRMP software to maintain compliance with the Office of Graduate Medical Education (OGME).
Responsible for administrative transactions for the EVC to include: independently analyzing problems, resolving business issues and providing direction and/or information as required. Use discretion and diplomacy on a wide variety of complex and sensitive issues related to the EVC. Provide coordination of academic personnel documentation; maintain updated electronic Curriculum Vitae, Biosketch, and other documents required for the submission of files. Independently triage and respond to a variety of information requests and disseminate information through interpersonal, telephone, and electronic communications. Interact professionally and courteously with faculty, staff, and hospital personnel. Responsible for drafting, proofing, disseminating correspondence to include letters of recommendation.
Incumbent will provide assistance with calendaring, travel, meeting coordination, and reimbursements. Responsible for transcribing meeting minutes using medical terminology. Set up and coordinate meetings/symposiums including the design and preparation of PowerPoint presentations. Responsible for maintaining electronic files, databases, and other duties as assigned.
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.
Experience managing multiple complex calendars and travel arrangements, planning meetings both on and off site. Skilled in coordinating complex administrative activities by determining the time, place, and sequence of actions to be taken. Strong coordination skills with prior experience preparing travel arrangements and setting up meetings.
Experience in communicating effectively in person, on the telephone, and in writing, with a diverse population of people at all levels inside and outside of the university system. Good interpersonal skills including tact, diplomacy and flexibility.
Experience analyzing and identifying problems, independently resolve discrepancies with ability to recommend solutions, effectively participate in short and long term planning for administrative needs of unit.
Experience participating in, contributing to, and following through on completion of projects. Experience with administrative leadership and organizing and facilitating project meetings.
Experience using the internet and web browsers; ability to research topics and summarize findings; experience researching and retrieving and downloading journals and manuscripts online. Experience researching, compiling, and organizing information to produce concise reports using relational databases.
Skills in listening, anticipating, and responding to the needs of customers to achieve excellent customer service measured by outcomes rather than activities.
Proven ability working effectively as a team member and fostering positive relationships with co-workers and clients. Experience presenting a positive impression while interacting professionally with a diverse population (e.g. faculty, staff, students, industry representatives, etc.)
Strong computer skills including proficiency with MS Word, Access, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, Visio and web-based applications. Strong typing/word processing skills to prepare correspondence, reports, and spreadsheets.
Excellent writing skills with knowledge of proper grammar, style, format, and spelling.
Experience working with all levels of management.
- Proven knowledge of medical terminology.
- Knowledge of Graduate Medical Education policies and procedures.
- Knowledge of University policies and procedures regarding purchasing, travel, and disbursements
- Experience in the preparation of academic review files in accordance with University policies and procedures.
- Proven familiarity with Med Ed requirements.
- General knowledge of contractual relationships between UCSD and various Payors.
- Knowledge of UCSD policies and procedures, including knowledge of Concur and Oracle.
- Employment is subject to a criminal background check.
- Location: Various department locations
- Overtime may be required.
- Must be willing and able to travel.
- 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!
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