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DESCRIPTION
The Dean's Office Administrative Assistant will provide administrative support in the Chairs office for the Department of Family Medicine and Public Health.
Utilizes strong communication and organizational skills to manage and disperse Departmental information through interpersonal, telephone, and computer communications.
Responsible for drafting responses to incoming communications, process highly confidential documents, and maintain files of a confidential nature.
Coordinate and schedule meetings, reserve meeting rooms, order AV equipment, organize food service, draft agendas, attend meetings and transcribe minutes as needed.
Process travel, entertainment, and other reimbursements. Order and maintain office supplies. Update and maintain department calendar.
Assist with preparing reports as needed. Gather data for special projects. Perform other tasks and projects as directed.
MINIMUM QUALIFICATIONS
Three (3) years of prior related experience providing administrative support.
Excellent administrative skills including maintaining calendars, scheduling and organizing meetings, retreats / workshops, and organizing files.
Superior written skills, including grammar, spelling, and punctuation usage, to compose, edit, and finalize correspondence.
Excellent interpersonal and oral communication skills. Communicate clearly, effectively, tactfully, and patiently in person, on the telephone and in writing to a diverse group of people in the academic and business communities.
Ability to present a positive impression in person, on the telephone and through written correspondence.
Advance computer skills in Microsoft Suite and online conferencing applications with working knowledge of various systems and business software programs.
PREFERRED QUALIFICATIONS
Experience scheduling and managing Zoom meetings.
Knowledge and experience with UCSD systems (MyTravel, MyEvents, MarketPlace).
Experience working in academic Public Health or Health Sciences.
SPECIAL CONDITIONS
Employment is subject to a criminal background check.
Must be able to work various hours and location based on business needs.
