DESCRIPTION

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.

MINIMUM QUALIFICATIONS

• 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).

PREFERRED QUALIFICATIONS

• Knowledge and experience in utilizing UCSD IFIS web-based systems.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.

• Occasional evenings and weekends may be required.