Administrative Officer - 135832

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 missions of research, education and patient care are intertwined, and are integral to the goals of the department. As a leader in research and patient care, 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.

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 theDivision 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 (reports and spreadsheets), 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 - request faculty and fellow availability including calendar restrictions, create schedule/form template input information into calendar form for Division Chief and TraumaMedical Director to create clinical schedules. 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. All duties require the use of tact, strict confidentiality in the handling of sensitive information, independent judgment, discretion and flexibility. The Executive Assistant is responsible for triaging all correspondence and calls on behalf of the Division Chief and Trauma Medical Director, drafting correspondence (including confidential and sensitive related content). Will interface with all levels of academia, and department personnel.

Additional responsibilities include preparing technical materials and information for meetings, conferences and events. Provide academic support including, but not limited to, updating CVs, UCSD BioBibliography, submissions for publication, updating listings of grants, as wellas support the processing of visas for international staff and visitors.

The Executive Assistant will use professional concepts to apply organizational policies and procedures to oversee a wide and complex variety of ongoing administrative operational issues, analyze and resolve operational issues of moderate to high level scope, and special projects as needed.

• 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. High degree of computer literacy and competence in the use of Microsoft Word, Excel, PowerPoint, and Outlook.

• Ability to use discretion and maintain confidentiality. High level of professionalism, integrity, and strong work ethic.

• Proven ability to effectively collaborate, communicate, and build relationships with staff of all levels.

• Excellent organizational and time management skills, with proven ability to adapt to changing priorities, meet deadlines, and apply creativity (originality) in problem solving.

• Detailed oriented and able to work with little or no supervision.

• 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 (e.g. Concur Travel & Expense, EcoTime, Human resources Premiere Connect, and Facilities Management).

• Software database and website content management.

• 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.