Executive Assistant 3 - 135897

The UC San Diego Department of Surgery ranks among the top surgery departments in the nation. The Department conducts cutting-edge translational and clinical surgical research, while providing advanced patient care and serving the community through outreach and education programs. One of the Department's missions is to translate promising scientific discoveries into new and better options for the care of patients with surgical diseases. The Department supports one of the broadest ranges of research activities in the nation - from translational research inbiology and therapeutics to health services research, bioengineering, and surgical education research.

The Executive Assistant to the Chair will provide C-level operational and administrative support to the Chair of the Department of Surgery and the Executive Director of the Chair's Office facilitating the accomplishment of clinical affairs, research programs, as well as addressingthe needs of departmental faculty. Responsible for scheduling, calendaring, and coordinating/planning complex travel arrangements, speaking engagements, meetings and special events. Processing of payment authorizations, purchase orders, and travel reimbursementsusing online system(s). Provide long- range planning of administrative practices of Chair's Office while implementing any policy or procedural change towards improvement in facilitation. Serve as liaison to academic faculty, administrative staff, other universities and academic institutions, professional societies, committees and organizations, Office of the Chancellor, Health Sciences Dean's Office, Department of Surgery Business Office, other campus departments, and state and federal government agencies. Compile and analyze information to be used in administrative planning, federal research programs, professional and academic committees and conferences, triage all correspondence and telephone calls, draft correspondence, prepare reports, and interpret campus policies and procedures as they pertain to the accomplishments of the Chair's Office. Ability to interface with patients, clinic staff, and international offices of various cultural, ethnic, and religious preferences with diplomacy, sensitivity, and tact is essential. Position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact, and independent judgement. Other special projects 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.

• Seven (7) years of related experience, education/training, OR a Bachelor's degree in related area plus three (3) years of related experience/training.

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

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

• Proven experience with complex calendaring, travel, and event planning.

• Solid analytical / problem-solving skills.

• Strong service orientation.

• Ability to multi-task with demanding timeframes.

• Experience working in clinical settings.

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

• 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 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.

• Solid skills in problem identification.

• Experience working with a surgical department.

• Demonstrated ability to support executives within an academic health system setting.

• Knowledge of UCSD Travel Policies.

• Knowledge of federal regulations such as FERPA.

• Experience using EPIC.

• Occasional evenings and weekends may be required.

• Bilingual (English/Spanish) skills strongly preferred due to patient and community interaction.