Administrative Assistant - 113654
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#113654 Administrative AssistantInitial Review Date: Tue 1/4/2022
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 12/27/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 01/04/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The Department of Anesthesiology employs over 200 Academic and Staff personnel and has an annual operating budget of $50+ million in annualized resources between Practice Plan revenues, VA Medical Center funding, Hospital and Medical Group funding,, UC Foundation, Research sources and School of Medicine funds. There are over 80 Clinical faculty, 12 Ph.D. faculty and Post-Doctoral Scholars, 41Residents, 12 Senior Clinical Fellows, 27 Certified Nurse Anesthetists, 1 Physician Assistant and five collective bargaining units represented. The Department provides Clinical Anesthesia, Critical Care and Pain Services in Hillcrest, Thornton Hospital, Shiley Eye Center, Rady Children's Hospital and the VA Medical Center. The Department operates a Pain Clinic at Perlman. The Department's research programs include bench and clinical research programs located at the VA Medical Center, Medical Teaching Facility, Basic Science Building (BSB), Clinical Teaching Facility, Hillcrest, Thornton and Sanford Consortium of Regenerative Medicine facilities.
Serves as primary point of contact for the Department of Anesthesiology administrative office, located at the UCSD Medical Center, 3rd floor, in Hillcrest. Responsible for performing a wide variety of executive level and administrative level support duties for our clinical faculty. Responsible for independently handling all incoming business calls, analyzing problems, resolving issues and providing direction and/or information as required. This position requires a high level of tact, diplomacy, and independent judgment in dealing with sensitive and confidential information, as well as flexibility and the ability to respond to changing priorities with short notice without compromising quality customer service. Responsible for the daily distribution of departmental mail and managing mail boxes. Responsible for paging faculty to acquire signatures on Anesthesia Records. Interact with Anesthesia Business and Administrative offices along with various campus and medical center offices, providing information and documents according to UC policy and procedure.
Responsible for the development and coordination of calendars for assigned faculty; setting up appointments with patients, and visitors; responsible for drafting, proofing and disseminating correspondence including letters of recommendation. Transcribes weekly seminar minutes using medical terminology. Set up and coordinate meetings/symposiums including the design and preparation of PowerPoint presentations. Responsible for assembling travel arrangements, processing travel reimbursements, payment authorizations, and generating high and low value purchase orders on line.
Assists Academic Resource Center (ARC) Analyst with the preparation of faculty academic review files. Provides high-level assistance with the collection, maintenance, and coordination of documents; maintains updated electronic Curriculum Vitae and other documents required for the submission of the file. Assist faculty with the submission of journals, manuscripts, books and book chapters. Requirements include searching for scientific publications using on line search engines. May be required to assist with the coordination of various aspects of contract and grant submission; compiles and processes all needed materials, assuring that they meet the required deadlines.
Required to function as an integral part of the Anesthesia department's administrative team; assisting with additional duties as assigned.
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.
Demonstrated extensive administrative experience in an office environment providing administrative support for clinical faculty and staff.
Basic knowledge of accounting and mathematical skills needed to perform calculations using percentages and decimals, and ability to recognize errors and/or discrepancies and take administrative action to correct.
Experience entering, editing, retrieving information; recognizing errors, and initiating corrections while using standard software applications, such as Word, Excel, PowerPoint, Access, and e-mail programs.
Experienced 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.
Skill in listening, anticipating, and responding to the needs of customers to achieve excellent customer service measured by outcomes rather than activities.
Strong verbal and written communications skills with the ability to compose independent correspondence, and proofread letters, memos, and reports using correct rules of punctuation, grammar, and style.
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.)
- Experience in the preparation of academic review files in accordance with University policies and procedures. Ability to learn and apply University and departmental policies and procedures (e.g. preparation of travel and entertainment, and pay authorization forms with the knowledge of UCSD policies and procedures as they relate to travel and campus services).
- Previous experience with QGenda.
- Employment is subject to a criminal background check.
- Pre-employment physical and TB test required.
- Employee works at the UCSD Medical Center and may come in contact with hospital patients.
- Occasional evenings and weekends may be required.
- Overtime 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 Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!
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