Executive Assistant 3 - 135993

The Department of Medicine (DoM) is the largest department within the UCSD School of Medicine (SoM) and is responsible for fulfilling its teaching, research, and clinical missions. DoM employees approximately 500 salaried faculty, nearly 200 academic appointees, and more than 300 residents, fellows, and postdocs, supported by almost 1,000 staff members. The Chair Office functions within DoM Administration and interfaces with staff and faculty throughout the department, SoM, campus, and Health System regarding operational matters.

The Executive Assistant for the Chair of the Department will provide administrative support on a wide range of issues which are highly confidential and extremely sensitive, independently evaluating and managing shifting priorities on complex calendars. Ensures the efficient and effective functioning of the day-to-day activities of the Department Chair, while maintaining the Department's electronic and paper filing systems as well as assisting with long and short term administrative needs as assigned. The incumbent must manage a high volume of communication and information with high-profiled leadership, must be able to organize, research, track, interpret, analyze and present information in concise and appropriate formats for the Chair to assist in timely responses, appointment scheduling, meeting, conference and event planning, domestic and international travel arrangements, and travel reimbursement and reconciliation. Support the purchasing of supplies, equipment, and non-standard items. Analyze problems and recommend options. Participate in long range planning for the needs of the Department. Maintain confidential personnel files. Thorough knowledge of the Medicine clinical and academic activities, independently respond to a variety of information requests and disseminate information through interpersonal, telephone and electronic communications. Route calls, information/data requests, and issues to the appropriate personnel. While performing duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment.

In addition to calendaring, this position will also oversee all aspects of weekly Grand Rounds. Additional responsibilities include overseeing the Department website (includes 15 division websites and about 40 lab websites), writing the Department newsletter, and managing Departmental events, including quarterly faculty meetings, Research Days, and various visits by candidates for high level searches (division chiefs, etc).

The incumbent ensures that the Chair is briefed for meetings and events with a wide range of individuals and groups. Incumbent will interact with all levels of the organization, including campus executive administration support staff, donors and prospects, and international, governmental and community contacts and organizations. Responsible for independent problem-solving and high quality service, and also group process approach to accomplishing work.

The Executive Assistant functions with a high degree of autonomy and sets the bar for support and organizational strategy. Performs other duties as assigned.

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.

• Bachelor's degree in related area and / or equivalent experience / training.Three (3) or more years of relevant experience.

• Familiarity with the organization's processes, protocols and procedures.

• Knowledge of federal regulations such as FERPA.

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

• 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.

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

• Advising and counseling skills.

• Ability to multi-task with demanding timeframes.

• Ability to use high-level discretion and maintain a high level of confidentiality.

• Solid skills in problem identification.

• Employment is subject to a criminal background check.

• Occasional evening and weekend work is required.