Executive Assistant - 136553 Job at UC San Diego Health in San Diego

Overview

Job title: Executive Assistant to the Vice Chair of Medicine and Chief of PCCSM (Pulmonary, Critical Care and Sleep Medicine)

Department: MEDICINE/Pulmonary, Critical Care and Sleep

Location: La Jolla, CA

Appointment Type: Career • Appointment Percent: 100%

Work Schedule: Days, 8 hrs/day, Monday–Friday

Total Openings: 1

Responsibilities

• Serve as the Executive Assistant to the Division Chief; act as first point of contact for the division.
• Manage complex calendars, arrange meetings and plan conferences; coordinate domestic and international travel, travel reimbursements, and reconciliation for division leadership and assigned faculty.
• Draft correspondence on behalf of the division and assigned faculty; process and reconcile non-travel reimbursements.
• Assist with manuscript revisions and submissions; conduct literary searches as required.
• Coordinate and manage the MSO’s calendar; provide QGenda backup support; support special projects as assigned.
• Manage the T32 fellowship by maintaining up-to-date records and analytics; process appointments and terminations as needed; act as Physician Time Study Coordinator.
• Perform other duties as assigned.

Minimum Qualifications

• Demonstrated ability to work independently with minimal supervision, learn quickly, exercise good judgment, take initiative, and maintain composure under pressure.
• Experience coordinating conferences, colloquia, and events; ability to arrange and coordinate meetings.
• Ability to maintain a computerized appointment calendar accurately.
• Strong organizational skills; ability to set priorities, produce timely results, meet deadlines, and maintain attention to detail in a multi-demand environment.
• Experience providing senior-level administrative support; ability to liaise with on- and off-campus entities; professional judgment and discretion.
• Analytical and problem-solving skills; ability to identify issues, recommend solutions, and implement procedures to achieve resolutions.
• Ability to interpret and implement policies; effectively communicate information.
• Experience researching, compiling, organizing, interpreting, and selecting data from various sources.
• Excellent interpersonal, written and verbal communication skills; ability to interact with individuals at all levels.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and other PC software; ability to adapt computer software to office needs.
• Ability to maintain strict confidentiality and discretion with sensitive information.

Special Conditions

• May require early mornings, late nights, and occasional weekends.
• Employment is subject to a criminal background check.

Pay and Benefits

Pay Transparency Act

Annual Full Pay Range: $40,700 - $88,030 (prorated if appointment percentage < 100%).
Hourly Equivalent: $19.49 - $42.16.

Additional Information

UC San Diego Health is an Equal Opportunity Employer. Applications/Resumes are accepted for current job openings only. For full consideration, apply before the initial closing date. UC San Diego Health emphasizes a diverse and inclusive environment and complies with vaccination policies where applicable.