Executive Assistant- Hybrid - 140708

UC San Diego values and welcomes people from all backgrounds. 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 this job opening, we strongly encourage you to apply.

About the Role

As an academic administrative unit in the School of Medicine, the mission of the Department of Family Medicine is to provide compassionate, evidence-based, patient-centered health care in an academic setting to a diverse and inclusive population, while also providing rigorous training to a broad spectrum of physicians and trainees that will become leaders in contemporary and translational research. The Department's vision is to create a healthier world for all by applying innovative and transformative healthcare while training the next generation of thoughtful leaders to continue discovering impactful interventions for the treatment and prevention of disease.

The Department of Family Medicine is comprised of five divisions, six centers, and fifteen programs. Under the direction of the Department Chair and Vice Chair for Administration (VCA), the Executive Assistant provides comprehensive executive-level administrative and operational support to the Department Chair, VCA, and Department faculty and leadership in advancing the clinical, education, research, and administrative missions of the Department of Family Medicine. The incumbent serves as a trusted strategic partner to departmental leadership, exercising a high degree of discretion, diplomacy, professionalism, and independent judgment while managing highly confidential and sensitive matters in a fast-paced, complex academic health system environment.

Responsibilities

• Ensure the efficient operation of the Chair's Office through proactive management of complex executive calendars, meeting coordination, domestic and international travel, expense reconciliation, correspondence, communications, office operations, facilities coordination, purchasing, and document management.
• Independently assess competing priorities, anticipate leadership needs, ensure executives are thoroughly prepared for meetings, presentations, and events through the development of briefing materials and background information.
• Research, analyze, and synthesize complex information into concise executive summaries, reports, presentations, and recommendations.
• Leverage artificial intelligence (AI) and emerging technologies, where appropriate and consistent with University policies, to improve administrative efficiency, enhance communications, support research and analysis, develop presentations and reports, streamline workflows, and increase organizational effectiveness.
• Serve as the primary liaison between the Department Chair, VCA, faculty, staff, Health Sciences leadership, campus administrative offices, affiliated hospitals and research organizations, community partners, donors, governmental agencies, professional organizations, and national and international academic institutions.
• Facilitate communication across all organizational levels while ensuring timely responses, exceptional customer service, and effective coordination of departmental priorities.
• Coordinate a broad range of executive, administrative, and academic activities, including academic personnel processes, faculty correspondence, curriculum and course coordination, departmental committee support, faculty meeting planning, leadership search visits, and executive meeting management.
• Maintain confidential personnel and departmental records; support faculty academic advancement documentation, including curriculum vitae and biobibliographies.
• Assist with research-related correspondence, disclosures, and administrative requests.
• Coordinate special projects and strategic initiatives on behalf of the Chair and VCA.
• Oversee departmental communications and engagement activities, including management of the Department website and affiliated division and laboratory websites, development and publication of departmental newsletters.
• Coordinate weekly Didactics, monthly leadership and faculty meetings, Research Symposium, Wellness and other retreats, leadership visits, candidate interviews, recognition events, and other departmental programs and special events.
• Ensure that communications accurately represent departmental priorities while supporting collaboration across the Department's clinical, educational, and research missions.

Qualifications

• 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.
• Demonstrated experience with preparing presentations, including using PowerPoint slides, tables, and graphs.
• Solid analytical/problem-solving skills.
• Experienced with data/information management software such as Excel for lists, project tracking, tables, etc.
• 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.
• Demonstrated ability to deal with extremely sensitive and confidential issues.
• Strong demonstrated use of excellent interpersonal skills including judgment, flexibility, diplomacy, and tact in possible demanding situations with diverse populations.
• Proven ability to maintain and project calm in fast-paced situations.
• 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.
• Excellent interpersonal, oral, and written communication skills, including diplomacy, equity, tact, and flexibility.
• Proven ability to interact with all organizational levels and to communicate effectively and professionally both in person and via phone.
• Strong phone etiquette and ability to present a positive impression in person, on the telephone, and through email.
• 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.
• Minimum three (3) years experience supporting high-level executives, including experience coordinating, maintaining, and arranging complex calendars for meetings, appointments, and travel.
• Demonstrated experience with manuscript preparation in a number of journal formats and citation/references compilation.
• Experience in planning and organizing functions, meetings, and/or special events, including preparing agendas, location discovery and reservations, logistics, arranging catering and entertainment, collating/distributing materials, and documenting/formatting minutes of meetings while ensuring action items are completed, followed-up, and documented.

Preferred Qualifications

• Knowledge of UCSD Policy and Procedures.
• Knowledge of health, biological, medical, and research terminology.
• Knowledge of NIH and other grant application processes and experience in grant package preparation.

Special Conditions

• Employment is subject to a criminal background check.
• Must be able to work various hours and locations based on business needs.

Pay

Annual Full Pay Range: $78,306 - $114,076 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $37.50 - $54.63

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs.

Schedule

• Days, 8-Hour Shifts, Monday-Friday
• Hybrid schedule which includes a combination of working both onsite at Campus and remote.