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#106453 Executive Assistant IIIFiling Deadline: Mon 11/16/2020Apply NowUCSD Layoff from Career Appointment: Apply by 11/4/20 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.Special Selection Applicants: Apply by 11/16/20. Eligible Special Selection clients should contact their Disability Counselor for assistance.DESCRIPTIONUC San Diego Department of Neurosurgery is among the leading neurosurgical centers in the country. The Department offers challenging career opportunities in the diverse areas of state-of-the-art clinical services, advanced educational programs, and cutting-edge research. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.Under the direction and supervision of the Department Chair and Administrative Operations Supervisor, serve as the Executive Assistant to the Chair of the Department of Neurological Surgery. Incumbent will provide C-Level administrative support to the Department Chair on a wide range of issues which are highly confidential and extremely sensitive. Responsible for high level executive administrative support to the Department Chair, including management of complex calendars for meetings/conferences, travel arrangements, status reports and ad-hoc statistical reports as requested and needed. Performs program administration, organizational analysis, special assignments and facilities management. Attend Department meetings to include compiling data and compose concise executive summaries. Act as high-level liaison to the Department Chair, Business Office, Executive Director, faculty, staff, patients, university officials, professional societies, and other universities and academic institutions. Duties include administrative support in the areas of communications and document management in a team environment. Ensures the efficient and effective functioning of the day-to-day activities of the Department Chair's office, while maintaining the Department’s electronic and paper filing systems as well as assisting with long and short term administrative needs as assigned. Assists with academic and research correspondence, as required. Coordinates academic personnel matters. Resolves problems which have a significant impact on the overall goals of the Department. Position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact and independent judgment. While performing duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.MINIMUM QUALIFICATIONSBachelor's degree in related area and/or equivalent experience/training.
Three or more years of high-level administrative experience supporting management and executive level staff.
Ability to multi-task with demanding timeframes. Demonstrated 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.
Ability to use high-level discretion and maintain a high level of confidentiality. Demonstrate ability to maintain confidential documents within the Department’s electronic and paper files, and the ability to extract and produce documents upon request. Prepare and process correspondence and reports as required. Assist with scheduling and organizing meetings in a fast-paced environment. Work with a diverse and demanding community with high expectations for quality service. Provide executive level administrative support to help meet frequent, critical deadlines on highly confidential and sensitive matters.
Solid skills in problem identification.
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.
Familiarity with the organization's processes, protocols and procedures. Knowledge and basic understanding of medical/scientific terminology. Formatting (CVs, Biosketch, Biobib, Other Support Page, etc.)
Knowledge of federal regulations such as FERPA.
Thorough knowledge of common organization-specific and other computer application programs. Solid computer skills using MS Word, Excel, PowerPoint, email system, and a variety of web-based programs. Demonstrated ability to create and maintain databases, perform standard computer tasks, learn new programs/applications with minimal direction, and exercise fast and accurate typing skills. Demonstrated commitment to update/maintain technology skills with relevant computer software.
Solid analytical/problem-solving skills.
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 service orientation. Proven ability and experience to collaborate and communicate effectively and diplomatically, with diverse populations, at all organizational levels. Strong teamwork, collaboration, and cooperation skills.
Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing. Demonstrate excellent written and oral communication skills with exceptional interpersonal skills to communicate and interact in a courteous and effective manner, using tact and diplomacy while exercising good judgment with diverse individuals at all levels in person, in writing, or by telephone.
Advising and counseling skills.
PREFERRED QUALIFICATIONSFive years of relevant experience in an academic or research setting.
Knowledge of UC San Diego Policies and Procedures, particularly those involving travel, expenditures and expenditure reimbursements.
Familiarity with UC San Diego’s Business Systems.
SPECIAL CONDITIONSEmployment is subject to a criminal background check.
Must be able to work various hours and locations based on business needs.
Apply NowUC 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, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic 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.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.htmlUC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.Payroll Title:EXEC AST 3Department:SURGERY / NeurosurgerySalary RangeCommensurate with ExperienceWorksite:La Jolla Medical CenterAppointment Type:CareerAppointment Percent:100%Union:UncoveredTotal Openings:1Work Schedule:Days, 8 hrs/day, Monday - FridayAs a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.
