Job Description

Payroll Title:
EXEC AST 4
Department:
CHIEF OPERATING OFFICE ADMIN
Salary Range
Commensurate with Experience
Worksite:
La Jolla Medical Center
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
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.

#113150 Executive Assistant

Filing Deadline: Wed 12/8/2021

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 11/29/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/8/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

The Office of the Chief Operating Officer for the UC San Diego Health oversees Health System and Physician Group operations including the clinical, financial and operational performance of the clinical service lines. The Executive Assistant reports to the Chief Operating Officer.

Responsible for providing administrative oversight for a C-level executive, including complex calendaring for an extremely busy executive leader, balancing the demands for meetings with appropriate delegation of the meetings to the executive’s subordinates as appropriate. Also responsible for the coordination of communications and pertinent data among a group of the executive's subordinate management staff. Performs and/or oversees special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance. Assists with written communications including editing and updating messaging on behalf of the Chief Operating Officer.

Executive Assistant will also function as the C-Suite ambassador, ensuring that all visitors who enter the office area are appropriate. Visitors will be directed to the designated executive if appropriate. Executive Assistant will be able to conduct high level conversations for inappropriate visitors, calling for suitable support and backup as needed.

Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues/ problems without precedent and/or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy. Executive Assistant 4: Provides leadership and professional expertise for units at the highest levels of administration at the University; must provide support to a direct report of the senior leadership and perform the following: develops and administers systems for managing information, projects and communications throughout unit; functions with a high degree of autonomy. Significant barriers to entry exist at this level (e.g., may require senior leaderships' approval).

MINIMUM QUALIFICATIONS

  • Seven (7) years of combined experience, education, and training, including relevant administrative experience supporting a department or program (i.e. calendaring, correspondence, PowerPoint presentations, Excel, organizing events, processing invoices, administrative records, etc.) OR a Bachelor’s degree in related area, plus three (3) years of directly relevant experience.

  • Professional level experience providing complex administrative support to a high-level executive.

PREFERRED QUALIFICATIONS

  • Executive support experience working for a large organization.
  • Experience supporting a C-suite level executive.
  • Experience within a healthcare organization.
  • Experience in a patient-facing role.
  • Exceptional written and verbal communication skills.
  • Expert MS Office skills, including ability to author documents and presentations in Word, Excel and PowerPoint.

SPECIAL CONDITIONS

  • Must be able to work various hours and locations based on business needs.
  • Employment is subject to a criminal background check and pre-employment physical.

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

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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