Senior Executive Assistant to Chair/ADVC
4 weeks ago
UCSD Layoff from Career Appointment : Apply by 5/10/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants : Apply by 5/22/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.
DESCRIPTIONDepartment of Pediatrics is one of the largest departments within the UCSD School of Medicine with comprehensive clinical programs, extensive basic science and clinical research, and diverse educational opportunities for students, residents and fellows. The internationally renowned faculty play a major role in medical and graduate student training, providing educational and programmatic offerings that span several disciplines, and provide diversity to meet the interests of a broad spectrum of students and scholars. More than one hundred trainees at the graduate student and postdoctoral level, as well as more than 300 professional, research and administrative staff who along with the department administrators interact closely with the faculty. The diverse mix of ages, backgrounds, and talents creates a robust work environment with challenging career opportunities and a commitment to continued growth potential. We constantly seek to recruit highly motivated, technologically-advanced and interested individuals to become a part of our dynamic cutting-edge research, clinical, and educational environment.
The Senior Executive Assistant to the Chair/AdVC and Events Manager performs a wide range of duties that require confidentiality, tact, diplomacy, sound judgment, analytical decision-making skills, and discretion on a wide variety of complex and sensitive issues. The incumbent must demonstrate a high degree of discretion and professionalism in a rapidly changing, high-demand, and constrained environment, with strong organizational skills and the ability to be flexible as demands and priorities change.
The Senior Executive Assistant to the Chair/AdVC and Events Manager provides leadership and professional expertise for units at the highest levels of administration at the University.
The Senior Executive Assistant to the Chair/AdVC and Events Manager manages the Pediatrics Department Chair/AdVC time and commitment, independently evaluating and managing shifting priorities on complex calendars, must manage a high volume of communication and information with high-profiled leadership, must be able to organize, research, track, interpret, analyze and present information in concise and appropriate formats for the Chair/AdVC to assist in timely responses, appointment scheduling, meeting, conference and event planning, domestic and international travel arrangements, and travel reimbursement and reconciliation. Support thepurchasing of supplies, equipment, and non-standard items. Analyze problems and recommend options. Gather and analyze financial information. Participate in long-range planning for the needs of the Department. Provide support for research and contract & grant administration. Assist with faculty and staff recruitment. Maintain confidential personnel files. Utilizing a thorough knowledge of the Pediatrics clinical and academic activities, independently respond to a variety of information requests and disseminate information through interpersonal, telephone, and electronic communications. Route calls, information/data requests, and issues to the appropriate personnel. While performing duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing and fast environment.
The incumbent ensures that the Chair/AdVC is briefed for meetings and events with a wide range of individuals and groups. The incumbent will interact with all levels of the organization, including campus executive administration support staff, donors and prospects, and international, governmental, and community contacts and organizations. Responsible for independent problem-solving and high-quality service, and also group process approach to accomplishing work. As requested, manages special projects of a highly confidential and sensitive nature.
The Senior Executive Assistant to the Chair/AdVC and Events Manager will be responsible for providing administrative, strategic, and research support to the Chair/AdVC, Pediatrics Business Office, supported faculty and staff leaders. Act as a key liaison between Pediatrics and entities within and outside of UCSD, including other UC academic institutions, Rady Children's Hospital, and outside collaborations.
Functions with a high degree of autonomy and sets the bar for support and organizational strategy. Performs other duties as assigned.
MINIMUM QUALIFICATIONS- Nine (9)years of related experience, education/training, OR a Bachelor's degree in related area plus five (5) years of related experien
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