Executive Assistant - 136553

The Department of Medicine (DOM) is responsible for fulfilling the academic, teaching, research, and clinical missions of the University of California, San Diego and employs 600+ full-time salaried faculty members and 200+ academic appointees. Staff personnel include 1000+ staff, students, and volunteers. There are over 250 clinical faculty members practicing at multiple sites and hospitals. The total direct annual budget is approximately $260 million, which includes contract and grant revenues, clinical practice and medical center funds, and other state and private endowment funds.

Under the general supervision of the Operations Manager and Management Services Officer (MSO)/Division Administrator, of Pulmonary, Critical Care and Sleep Medicine PCCSM), the incumbent will be responsible for providing the highest quality of analytical, programmatic and administrative support to over 85 Faculty, 18 Staff Physicians, 10 VA Faculty, 8 Researchers, 23 Fellows, 8 Post-docs, and 94+ administrative, research and support staff. PCCSM is a dynamic division that changes with the nature and scope of the Division and Department of Medicine operations, especially research activities. PCCSM's dynamic nature often necessitates shifting priorities, creating new initiatives, and making changes to personnel and space assignments.

To serve as the Executive Assistant to the Vice Chair of Medicine and Chief of PCCSM, with responsibilities to support complex projects and division activities. Interact with School of Medicine office and Department Chair's Office, Hospital personnel, third-party providers, and pharmaceutical representatives. Assist the MSO and Operations Manager with management of daily operations for PCCSM.

Responsibilities include: First point-of-contact for the Division Chief; complex calendar and appointment scheduling, meeting and conference planning; domestic and international travel arrangements, travel reimbursement and reconciliation for division leadership and assigned faculty; drafting correspondence on behalf of the division and assigned faculty; process and reconcile non-travel reimbursements for the division leadership and assigned faculty; assist with manuscript revisions and submissions and conduct literary searches when required. Coordinates and manages MSO's calendar.

QGenda backup support. Special Projects as assigned.

Manage the T32 fellowship by keeping up-to-date records and analytics. Processing appointments and terminations as needed. Physician Time Study Coordinator.

Other duties assigned as needed.

• Demonstrated ability to work independently and effectively with minimal supervision, to learn quickly, exercise good judgement, take initiative, demonstrate flexibility and maintain composure while working under pressure of frequent interruptions and changing priorities.

• Demonstrated skill coordinating conferences, colloquia, and events; ability to arrange and coordinate meetings.

• Ability to maintain a computerized appointment calendar in an accurate manner.

• Strong organizational skills with demonstrated experience independently setting priorities, producing timely results and meeting deadlines, in a multiple demand work environment while maintaining a high level of attention to detail and accuracy.

• Demonstrated experience providing senior-level administrative support, including organizing and prioritizing tasks, scheduling meetings, serving as a liaison to on- and off-campus entities, and managing general office needs. Strong use of initiative, sound judgment, independent thought, and precise attention to detail with a high level of professionalism required.

• Demonstrated analytical and problem solving skills with ability to analyze situations, identify existing or potential problems, recommend solutions, determine and implement procedures to accomplish effective resolution, and evaluate results progress.

• Ability to accurately review and process materials dealing with a broad spectrum of issues.

• Ability to accurately interpret and implement policies and procedures and to effectively communicate and disseminate information.

• Experience independently researching, compiling, organizing, interpreting and selecting data and materials from various sources.

• Excellent interpersonal skills, including tact, diplomacy and flexibility. Ability to interact with individuals at all levels within and beyond the University to promote positive relationships.

• Demonstrated proficiency in using and adapting computer software programs to meet office needs. Proficient in the use of Microsoft Office Suite, including using and creating Excel spreadsheets, creating and modifying Word documents, and utilizing Outlook (email, calendar) on a daily basis. Proficient in web-based applications, graphics programs, and ability to provide support to others in Microsoft Office and other PC software.

• Ability to maintain strict confidentiality with demonstrated experience using good judgement and discretion when working with a variety of sensitive issues and/or highly confidential information.

• Excellent oral communication skills to communicate ideas and issues clearly, concisely, and accurately. Excellent written communication skills.

• May need to work early mornings, late nights and an occasional weekend.

• Employment is subject to a criminal background check.