University of California - San Diego Medical Centers
Administrative Officer - 135832
University of California - San Diego Medical Centers, San Diego, California, United States, 92189
UCSD Layoff from Career Appointment: Apply by 7/22/25 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 8/01/25. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The Department of Surgery is one of the largest departments in the School of Medicine and is comprised of 102 full time faculty members, 220 voluntary faculty members, 20 physicians employed on MSP agreements, 25 doctors employed by the VA or other facilities, 77 accredited and 13 non-accredited trainees and 100 career staff. Activities are organized in 13 sub-specialty divisions. Annual expenditures across the Department total over $66.5M with a global research portfolio of over $19M.
The UC San Diego Department of Surgery is committed to providing the latest in expert and compassionate treatment, performing leading-edge research, and training the next generation of top plastic surgeons. UC San Diego Health is currently ranked among America's best hospitals by U.S. News & World Report.
Job Summary
The Executive Assistant provides high-level administrative services and direct support to the Chief of the Division and Trauma Medical Director for the Division of Trauma, Surgical Critical Care, Burns, and Acute Care Surgery on a wide range of sensitive issues. Ensure the Division Chief and Trauma Director are briefed for meetings with a wide range of individuals and groups. Assists Division Chief in analysis and formulation of policy and key procedures. Responsible for budget management, project management, and event planning and coordination. Plan, organize, and coordinate administrative, clinical, teaching, research, and service activities for academic surgeons. Act as liaison with referred patients. Maintain and distribute 6-month clinical service schedule and monthly Trauma Surgery on-call schedule. Input call schedule into QGenda. Responsible for coordinating meetings and creating agenda for meetings; coordinating travel; managing schedules; independently composing and proofing a high daily volume of correspondence while coordinating appropriate actions to resolve any issues that arise. Provide planning and support for division events. Format PowerPoint presentations. Responsibilities
Provide high-level administrative services and direct support to the Chief of the Division and Trauma Medical Director. Ensure the Division Chief and Trauma Director are briefed for meetings with a wide range of individuals and groups. Assist Division Chief in analysis and formulation of policy and key procedures. Responsible for budget management, project management, and event planning and coordination. Plan, organize, and coordinate administrative, clinical, teaching, research, and service activities for academic surgeons. Minimum Qualifications
Six (6) years of related experience in an administrative position, education/training, OR a Bachelor's degree in business, healthcare administration or related area plus two (2) years of related experience/training. Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Solid organizational skills and ability to multi-task with demanding time frames. Working knowledge of common organization-specific and other computer application programs. Ability to use discretion and maintain confidentiality. High level of professionalism, integrity, and strong work ethic. Preferred Qualifications
Prior relevant experience supporting mid-to-senior-level manager(s) or director(s) in a health system, hospital, and/or academic setting. Advanced knowledge with UC policies and UC San Diego Health processes. Software database and website content management. Special Conditions
Must be able to work various hours and locations based on business needs. Employment is subject to a criminal background check and pre-employment physical. Pay Transparency Act: Annual Full Pay Range: $68,382 - $105,695 (will be prorated if the appointment percentage is less than 100%). Hourly Equivalent: $32.75 - $50.62.
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The Executive Assistant provides high-level administrative services and direct support to the Chief of the Division and Trauma Medical Director for the Division of Trauma, Surgical Critical Care, Burns, and Acute Care Surgery on a wide range of sensitive issues. Ensure the Division Chief and Trauma Director are briefed for meetings with a wide range of individuals and groups. Assists Division Chief in analysis and formulation of policy and key procedures. Responsible for budget management, project management, and event planning and coordination. Plan, organize, and coordinate administrative, clinical, teaching, research, and service activities for academic surgeons. Act as liaison with referred patients. Maintain and distribute 6-month clinical service schedule and monthly Trauma Surgery on-call schedule. Input call schedule into QGenda. Responsible for coordinating meetings and creating agenda for meetings; coordinating travel; managing schedules; independently composing and proofing a high daily volume of correspondence while coordinating appropriate actions to resolve any issues that arise. Provide planning and support for division events. Format PowerPoint presentations. Responsibilities
Provide high-level administrative services and direct support to the Chief of the Division and Trauma Medical Director. Ensure the Division Chief and Trauma Director are briefed for meetings with a wide range of individuals and groups. Assist Division Chief in analysis and formulation of policy and key procedures. Responsible for budget management, project management, and event planning and coordination. Plan, organize, and coordinate administrative, clinical, teaching, research, and service activities for academic surgeons. Minimum Qualifications
Six (6) years of related experience in an administrative position, education/training, OR a Bachelor's degree in business, healthcare administration or related area plus two (2) years of related experience/training. Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Solid organizational skills and ability to multi-task with demanding time frames. Working knowledge of common organization-specific and other computer application programs. Ability to use discretion and maintain confidentiality. High level of professionalism, integrity, and strong work ethic. Preferred Qualifications
Prior relevant experience supporting mid-to-senior-level manager(s) or director(s) in a health system, hospital, and/or academic setting. Advanced knowledge with UC policies and UC San Diego Health processes. Software database and website content management. Special Conditions
Must be able to work various hours and locations based on business needs. Employment is subject to a criminal background check and pre-employment physical. Pay Transparency Act: Annual Full Pay Range: $68,382 - $105,695 (will be prorated if the appointment percentage is less than 100%). Hourly Equivalent: $32.75 - $50.62.
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