Job Description

Payroll Title:
EXEC AST 3
Department:
OB/GYN & REPRODUCTIVE SCIENCES
Salary Range
Commensurate with Experience
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Monday-Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.

#118546 Executive Assistant 3

Extended Deadline: Fri 10/14/2022

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 09/06/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 09/16/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule with part-time in the office and part-time remote work

DESCRIPTION

The UCSD Department of OB/GYN and Reproductive Sciences is composed of 65 faculty, 15 clinical fellows, 26 residents, and over 200 department staff members. The department is composed of 7 divisions: Obstetrics and Gynecology, Maternal-Fetal Medicine, Gynecologic Oncology, Reproductive Endocrinology and Infertility, Hospitalist, Complex Family Planning and Female Pelvic Medicine and Reconstructive Surgery. The department is ranked 3rd nationally in research funding compared to other OB-GYN Programs. This includes funding from the National Institutes of Health, NSF, CIRM, CDPH and other private institutions.

The Executive Assistant will provide high-level administrative support, which requires tact, diplomacy and discretion on a wide variety of complex and sensitive issues. While performing these duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment. The incumbent will serve as a key resource to the Department Chair, managing the executive office tasks. Preparation of reports, book chapters and manuscripts as needed. Provide support to department committees and national organizations with which the Chair is associated. Oversee the Chairman's education coordination, including planning for presentations at Department and Division meetings, events and retreats.

Responsibility for managing, organizing, and assisting in the educational activities, including communication and support, course materials, management and oversight of OB/GYN and Reproductive Sciences Grand Rounds, M&M conferences in conjunction with the Residency Assistant, faculty meetings, along with departmental seminar series and memorial lectures. Plan and implement faculty seminars, conferences, and events. Administer and oversee the Chairman's fiscal operations and ensure accurate submission of financial and travel information, such as the Chairman's operating budget, financial reports, purchasing, and reimbursements. Manage daily and long-range correspondence, communications, workloads, schedules providing senior level administrative and executive support, organizing and managing complex schedules, triage telephone calls, planning of special functions, clinical coordination and faculty recruitments.

For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

MINIMUM QUALIFICATIONS

  • Seven (7) years of related experience, education/training, OR an Bachelor’s degree in related area plus three (3) years of related experience/training.

  • Familiarity with the organization's processes, protocols and procedures. Demonstrated experience working with Division wide projects, and committees that expand throughout the UC organization.

  • Solid analytical / problem-solving skills. Ability to multi-task with demanding timeframes. Advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.

  • Demonstrate experience providing executive level administrative support; knowledge and experience in arranging meeting and events; experience maintaining multiple balanced schedules, arranging travel and coordinating meetings with diversified faculty and staff.

  • Knowledge of UC San Diego Policies and Procedures, particularly those involving travel, expenditures and expenditure reimbursements.

  • Strong service orientation.

  • Thorough knowledge of common organization-specific and other computer application programs.

  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.

  • Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.

  • Knowledge of federal regulations such as FERPA.

  • Advising and counseling skills.

  • Solid skills in problem identification.

  • Familiarity with UC San Diego’s Business Systems.

SPECIAL CONDITIONS

  • Employment is subject to a criminal background check.
  • Occasional evenings and weekends may be required.
  • Must be able to work various hours and locations based on business need.
  • Must have access to reliable transportation.

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

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Application Instructions

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