Executive Assistant III, Anesthesiology - 141006

UC San Diego Internal Recruitment open to UCSD and UCSD Health System Staff Only.

About the Department

The Department of Anesthesiology employs over 200 academic and staff personnel and has an annual operating budget of $90 million in annualized resources between Practice Plan Revenues, VAMC funding, Hospital and Medical Group Funding, UC Foundation, Research Sources, and School of Medicine Funds. There are over 120 clinical faculty, 15 Ph.D. faculty and postdocs, 48 residents, 10 clinical fellows, 60 Certified Nurse Anesthetists, and four bargaining units represented. The Department provides Clinical Anesthesia, Critical Care, and Pain Services at Hillcrest, Thornton, Shiley, Children's, and the VAMC. The Department operates a Pain Clinic as well. Research programs include bench and clinical research located at the VAMC, MTF, CTF, Hillcrest, Thornton, and Sanford Consortium for Regenerative Medicine.

Responsibilities

• Provide highly confidential and sensitive administrative support to the Chair of the Department, independently evaluating and managing shifting priorities on complex calendars.
• Ensure the efficient and effective functioning of the day-to-day activities of the Department Chair, maintaining electronic and paper filing systems.
• Manage a high volume of communication and information with high-profile leadership, organizing, researching, tracking, interpreting, analyzing, and presenting information in concise formats.
• Assist with appointment scheduling, meeting, conference and event planning, domestic and international travel arrangements, and travel reimbursement and reconciliation.
• Support the purchasing of supplies, equipment, and non-standard items; analyze problems and recommend options.
• Participate in long-range planning for the needs of the Department.
• Respond to a variety of information requests regarding Anesthesia clinical and academic activities through interpersonal, telephone, and electronic communications.
• Route calls, information/data requests, and issues to appropriate personnel.
• Oversee the scheduling of faculty recruitment, write the Department newsletter, and manage Departmental events as needed.
• Ensure the Chair is briefed for meetings and events with a wide range of individuals and groups.
• Interact with all levels of the organization, including campus executive administration support staff, donors and prospects, and international, governmental, and community contacts.
• Perform independent problem-solving and high-quality service using a group process approach.
• Perform other duties as assigned.

Requirements

• Seven years of relevant experience or a Bachelor's degree plus three years of related experience.
• 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 and problem-solving skills.
• Political acumen and sensitivity to differing perspectives and political circumstances within all levels of the organization, the Office of the President, and external constituencies.
• Strong service orientation and communication skills, both verbally and in writing, with all levels of staff, faculty, alumni/donors, students, and external constituencies.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain confidentiality.
• Solid skills in problem identification.

Special Conditions

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

Pay

Hourly pay scale: $37.50 - $49.48 / hour.

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

Factors in determining compensation include experience, skills, knowledge, abilities, education, licensure, certifications, and other business and organizational needs.

Schedule

Days, 8-Hour Shifts, Monday-Friday.