University of California - San Diego #98044 Executive Assistant in San Diego, California

#98044 Executive Assistant

Filing Deadline: Wed 2/27/2019

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UCSD Layoff from Career Appointment: Apply by 02/15/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 02/27/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

The Department of Radiology is a diverse and complex department with over 300 employees consisting of clinical and research faculty, academic appointees, post-docs, residents and fellows, clinical and research staff, and graduate and undergraduate students who are located at multiple clinical and research sites throughout the UCSD campus.

Under direction, the incumbent is responsible for all administrative support functions of senior leaders in the Department of Radiology Business Office, which is located at the UC San Diego Medical Center-Hillcrest. Incumbent serves as the primary liaison to the Medical Staff Office and coordinates all medical staff actions. Additional responsibilities include setting up appointments and meetings and coordinating travel arrangements when required.

Duties also include drafting, proofing, and disseminating correspondence; transcribing meeting minutes; designing and preparing PowerPoint presentations; and processing travel reimbursements and payment authorizations. Performs other administrative duties in support of daily operations as assigned.

MINIMUM QUALIFICATIONS

  • Proven experience providing full range of high-level independent executive administrative support combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize office functions.

  • Strong experience managing multiple complex calendars and travel arrangements, and planning meetings both on and off campus. Skills in coordinating complex administrative activities by determining the time, place, and sequence of actions to be taken.

  • Excellent writing skills with knowledge of proper grammar, style, format, content, and spelling.

  • Demonstrated skill in listening, anticipating, and responding to the needs of customers to achieve excellent customer service.

  • Solid experience in communicating effectively in person, on telephone, and in writing, with a diverse population of people at all levels within and outside of the university system. Excellent interpersonal skills including tact, diplomacy, and flexibility.

  • Demonstrated experience with computer processing software, including Word, Access, Excel, PowerPoint, Adobe Acrobat, and utilizing web-based applications, the internet, and relational databases.

  • Experience using the internet and web browsers, research topics and summarize findings, and research, retrieve and download journals and manuscripts to help produce concise reports. Experience with typing/word processing to prepare correspondence, reports, and spreadsheets.

  • Strong experience analyzing and identifying problems, independently resolve discrepancies with ability to recommend solutions, and effectively participate in short- and long-term planning for administrative needs of unit.

  • Experience participating in, contributing to, and following through on completion of projects. Experience with administrative leadership, and organizing and facilitating project meetings.

  • Ability to work independently with minimum supervision, establish priorities, follow through on tasks to completion, and meet deadlines in an environment of multiple interruptions and changing priorities while maintaining a high degree of judgment and clarity.

  • Ability to work effectively as a team member and foster positive relationships with co-workers and clients. Experience presenting a positive impression while interacting professionally with a diverse population (e.g. faculty, staff, students, industry representatives, etc.).

  • Demonstrated experience working in an academic, research, and/or clinical setting.

PREFERRED QUALIFICATIONS

  • Experience supporting operations in the areas of education, human resources, and/or academic personnel in academic and clinical settings.

  • Familiarity with Medical Education requirements.

  • Knowledge of University-specific computer applications and systems, including those administered by Health Human Resources and the Academic Resource Center.

  • Demonstrated familiarity with Medical Staffing requirements.

  • Knowledge of University policies and procedures regarding purchasing, travel, and disbursements.

  • Demonstrated knowledge of medical terminology.

SPECIAL CONDITIONS

  • Employment is subject to a criminal background check.

  • Must be willing to work in Hillcrest.

  • Overtime may be required.

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UC 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.html

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

Payroll Title:

BLANK AST 3

Department:

RADIOLOGY

Salary Range

Commensurate with Experience

Worksite:

Hillcrest

Appointment Type:

Career

Appointment Percent:

100%

Union:

CX Contract

Total Openings:

1

Work Schedule:

Days, 8 hrs/day, Mon-Fri

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