Executive Assistant - 115496
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#115496 Executive AssistantExtended Deadline: Thu 7/14/2022
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 04/04/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 04/15/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
UCSD Department of Radiology is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, cutting-edge research, and state-of-the-art services. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees. The Department of Radiology in the UCSD Medical Center, UC Thornton, and Moores Cancer Center offers a comprehensive range of imaging services and advance procedures to diagnose a wide variety of conditions. Our radiology specialists have expertise in virtually every imaging area-including Body, Breast, Neuroradiology, Musculoskeletal, Cardiothoracic, Nuclear Medicine, and Vascular Interventional Radiology.
Under general supervision of the Administrative Support Supervisor, incumbent serves as Executive Assistant to a Division within Radiology. Responsible for performing a wide variety of executive level administrative support for the Division Chief and members of the Division.
The Executive Assistant will be responsible for administrative transactions including independently analyzing problems and resolving business issues, and providing direction and/or information as required. Provide high-level assistance through collection, maintenance, and coordination of academic personnel documentation; maintain updated electronic Curriculum Vitae, Biosketch and other documents required for the submission of the file. Assist faculty with administrative functions related to research, clinical and academic activities which may include the submission of journals, manuscripts, books and book chapters. Responsible for administrative support to Clinical Fellowship Program Directors.
Responsible for the development and coordination of calendars for assigned faculty; responsible for drafting, proofing and disseminating correspondence including letters of recommendation. Transcribes meeting 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. Perform other duties as assigned.
Experience providing full range of high level independent executive administrative support combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize office functions.
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.
Experience in communicating effectively in person, on the telephone, and in writing, with a diverse population of people at all levels inside and outside of the university system. Good interpersonal skills including tact, diplomacy and flexibility.
Proven experience analyzing and identifying problems, independently resolve discrepancies with ability to recommend solutions, effectively participate in short and long term planning for administrative needs of unit.
Experience participating in, contributing to, and following through on completion of projects. Experience with administrative leadership and organizing and facilitating project meetings.
Experience assessing the most efficient means of retrieving information and the skill to develop innovative approaches, techniques, and procedures to provide more efficient and responsive services. Experience 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.
Strong skill in listening, anticipating, and responding to the needs of customers to achieve excellent customer service measured by outcomes rather than activities.
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.)
Proficient computer skills including proficiency with MS Word, Access, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, Visio and web-based applications. Demonstrated typing/word processing skills to prepare correspondence, reports, and spreadsheets.
Excellent writing skills with knowledge of proper grammar, style, format, and spelling.
- Proven knowledge of medical terminology.
- Knowledge of University policies and procedures regarding purchasing, travel, and disbursements
- Experience in the preparation of academic review files in accordance with University policies and procedures.
- Proven familiarity with Med Ed requirements.
- Employment is subject to a criminal background check.
- Location: Various department locations
- 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).
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!
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