Executive Assistant to Chair & DBO - OPHTHALMOLOGY - 140335

The Executive Assistant for the Chair and Administrative Vice Chair of the Department will provide C-Level administrative support on a wide range of issues which are highly confidential and extremely sensitive. Responsible for high level executive administrative support to the Department Chair, including management of complex calendars for meetings/conferences, travel arrangements, status reports and ad-hoc statistical reports as requested and needed. Attend Department meetings, compiling data and composing concise executive summaries. Act as high-level liaison to the Department Chair And Administrative Vice Chair for faculty, staff, patients, university officials, professional societies, and other universities and academic institutions.

Duties include administrative support in the areas of communications and document management in a team environment. Ensures the efficient and effective functioning of the day-to-day activities of the Department Chair and Administrative Vice Chair's office, while maintaining the Department's electronic and paper filing systems as well as assisting with long and short term administrative needs as assigned. Assists with academic and research correspondence, as required. Coordinates academic personnel matters. Resolves problems which have a significant impact on the overall goals of the Department. Position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact and independent judgment. While performing duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment.

The Executive Assistant 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.

• Knowledge of federal regulations such as FERPA.

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

• Solid analytical/problem-solving skills.

• 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 service orientation.

• 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.

• Ability to multi-task with demanding timeframes.

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

• Solid skills in problem identification.

• Demonstrated experience and proven ability to provide a high level of independent executive and administrative support.

• Strong computer skills and proficient in the use of spreadsheet, database management, graphics, and word processing software in a Windows and Mac environment. Experience working in a networked environment using email, online calendaring and well developed internet navigation skills. Demonstrated experience learning new office-related software and hardware.

• Demonstrated ability to schedule, arrange, and coordinate meetings and special events, manage travel arrangements, and prepare accurate travel-related forms for submission and reimbursement.

• Excellent verbal, written, and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population. Demonstrated ability to effectively compose, edit and proofread letters, memoranda, minutes of meetings, and summary reports with clear and concise expression, proper grammar, style, and punctuation.

• Demonstrated experience with complex scheduling with ability to prioritize and develop procedures to streamline workload and produce quality work with shifting deadlines and frequent interruptions.

• Excellent interpersonal skills including tact, diplomacy and flexibility with the ability to work in a team framework in conjunction with principles of community with staff, professionals, the public, and others. Ability to maintain confidentiality as required.

• Employment is subject to a criminal background check and pre-employment physical.
• Must be able to work various hours and locations based on business needs.
• Performs other duties as assigned.
• Complies with all policies and standards.
• Complies with the University of California, San Diego Health (UCSDH) Principles of Community.