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Division Administrative Assistant

3 months ago

San Diego, United States UC San Diego Health Full time

Payroll Title:

- BLANK AST 3
- Department:

- MEDICINE / Hospital Medicine
- Hiring Pay Scale
- $19.49 - $39.20 / Hour
- Worksite:

- Hillcrest
- Appointment Type:

- Career
- Appointment Percent:

- 100%
- Union:

- CX Contract
- Total Openings:

- 1
- Work Schedule:

- Days, 8 hrs/day, Monday-Friday**#129850 Division Administrative Assistant - Hybrid***:Filing Deadline: Mon 6/3/2024**

**UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.**

**DESCRIPTION**:
Under general supervision, responsible for administrative duties to include coordination of information and organization of the Division of Hospital Medicine.

Assist in organizing meetings, conferences, maintain calendars for faculty, as required. Collaborate with the Division Administrator in implementing sound business practices, policies and procedures for the Division. Function as the medical personnel contact and assist in coordinating academic and faculty affairs with Medical Staff and the Department of Medicine Chair's office. Assist in academic faculty and appointment files with the Department of Medicine's Academic Affairs office and the Medical Staff Administration office.

Maintain confidential personnel files for Hospitalist faculty. Utilizing a thorough knowledge of the Division's clinical and quality improvement 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. Prepare and disburse materials, reports and follow-up materials for Hospital Medicine operations meetings.

Coordinate purchasing and inventory activities for the Division. Arrange travel, itineraries and reimbursement as required. Exercise independent judgment and maintain confidential information. Function independently. Interact with the Chair's Office, hospital personnel, third-party providers and pharmaceutical representatives. Appropriately direct patient inquiries and clinical care requests. Other duties assigned as needed.

**MINIMUM QUALIFICATIONS**:

- Demonstrated executive-level administrative skills; the ability to determine priorities/organize tasks while working with parallel projects/multiple deadlines.
- Excellent communication skills, both written and verbal, a friendly demeanor, and an orientation towards providing strong customer service to patients, faculty and staff.
- Demonstrated experience managing a complex calendar. Proven experience to coordinate meetings, conferences and workshops.
- Extensive computer experience with various software packages to include Oracle Business, Concur, and MedHub.
- Demonstrated ability to maintain confidentiality, work independently with frequent interruptions, work under pressure and meet deadlines, prioritize and organize project tasks for multiple faculty and staff.
- Demonstrated experience with New Innovations software.
- Excellent knowledge of English grammar, spelling, punctuation and sentence structure.Demonstrated skill in independently composing correspondence.
- Knowledge of Medical Staff credentialing.
- Excellent critical-thinking skills and a proven ability to evaluate situations, present pros/cons and make recommendations/decisions.
- Demonstrated experience making domestic and international travel arrangements.
- Knowledge of policies/procedures for preparing academic review files, annual supplements, and bibliographies.
- Demonstrated knowledge of standard and computerized filing systems with ability to maintain systems for rapid/easy retrieval.

**PREFERRED QUALIFICATIONS**:

- Demonstrated ability in using Financiallink, Travellink, Payment Authorization, Express Cards, Groupwise.
- Knowledge of UC policies and procedures to include purchasing regulations and procedures.

**SPECIAL CONDITIONS**:

- Pay Transparency Act_

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

**If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or