Executive Assistant - 113150
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#113150 Executive AssistantExtended Deadline: Mon 1/24/2022
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 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.
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).
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.
- 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.
- 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, the only Burn Center in the county, and and dozens of outpatient clinics. We invite you to join our team!
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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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