Administrative Assistant - 121115
#121115 Administrative AssistantFiling Deadline: Mon 2/6/2023
UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.
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 01/25/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 02/06/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Candidates hired into this position will have the ability to work a remote or hybrid schedule.
The Department of Anesthesiology employs over 200 academic and staff personnel and has an annual operating budget of $40 million in annualized resources between Practice Plan Revenues, VAMC funding, Hospital and Medical Group Funding, UC Foundation, Research Sources and School of Medicine Funds. There are over 60 clinical faculty, 12 Ph.D, faculty and post docs, 36 residents, 8 clinical fellows, 27 Certified Nurse Anesthetists, 1 Physician Assistant and four bargaining units represented. The Department provides Clinical Anesthesia, Critical Care and Pain Services at Hillcrest, Thornton, Shiley, Children's and the VAMC. The Department operates a Pain Clinic at Perlman. The Department's research programs include bench and clinical research programs located at the VAMC, MTF, CTF, Hillcrest, Thornton and Sanford Consortium for Regenerative Medicine.
This position is part of the Anesthesiology Critical Care Service (ACCM). The ACCM provides critical care for all cardiac/thoracic surgery, cardiology heart failure, and thoracic and vascular surgery patients in the ICU. The faculty are anesthesiologists and all are board certified in critical care medicine. The staffing of the unit is composed of the attending, ACCM fellow, anesthesiology resident(s), as well as a number of UCSD medical students.
Under supervision, provides administrative support and coordination to UC San Diego's Anesthesiology Clinical and Academic Faculty and their research groups and associated administrative need. Responsible for the coordination of administrative affairs that requires knowledge of basic principles and methods for assigned clinicians, PIs, researchers and staff. Duties include: coordinating multiple calendars, scheduling meetings and appointments; arranging meetings, independently composes and edits correspondence and meeting minutes, gathering and organizing faculty promotion/review files; developing itineraries, reconciling multifaceted domestic and foreign travel expense reimbursements. Processes payment reimbursements and high and low value purchase orders online. Assists faculty with submission of research grants and fellowship proposals.
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.
Under the supervision of the Program Director, coordinate the 401 Clerkship (4th year) and Anesthesiology 229 (2nd year) elective by the orientation of new students, distribution of materials, development of hospital rotation schedule, dissemination and collection of evaluations and distribution of final grades.
As receptionist, greets and directs callers on a multi-line phone, greets and directs in-person visitors providing general departmental information. Runs errands, sorts and distributes mail, responds to emails, orders and maintains inventory of office supplies. Works on special projects as assigned.
Ability to communicate clearly and effectively in person, on the phone and in writing to a diverse population; including persons from foreign countries, the business community, academicians, students and staff.
Demonstrated experience in editing and formatting scientific papers, manuscripts and forms and other documents with the ability to correct terminology and grammar.
Demonstrated experience in assisting faculty and staff in coordination and submission of Continuing Medical Education courses (CME) for credits.
Experience using the Mac based computer software and platforms including: Microsoft Office, Eudora and Outlook, Internet web browsers, publication databases.
Ability to operate a multi-line phone, redirect phone calls, and take complete and accurate messages.
Ability to organize and prioritize workload to meet deadlines.
Knowledge and experience with standard office machines and filing systems.
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).
- Knowledge and experience in utilizing UCSD IFIS web-based systems.
Employment is subject to a criminal background check.
Occasional evenings and weekends may be required.
Pay Transparency Act Full Salary Range: $40,700 - $78,258 Annually
The University of California, San Diego is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Expected Pay Scale. Placement within the Expected Pay Scale is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.
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!
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.
To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.
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
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UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.