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 post docs, 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. The Department's research programs include bench and clinical research programs located at the VAMC, MTF, CTF, Hillcrest, Thornton and Sanford Consortium for Regenerative Medicine.

Responsibilities

• Provide administrative support on a wide range of highly confidential and extremely sensitive issues, 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, while maintaining the Department’s electronic and paper filing systems.
• Assist with long and short-term administrative needs as assigned.
• Manage a high volume of communication and information with high-profiled leadership.
• Organize, research, track, interpret, analyze, and present information in concise and appropriate formats for the Chair to assist in timely responses, 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 and disseminate information through interpersonal, telephone, and electronic communications.
• Route calls, information/data requests, and issues to the appropriate personnel.
• Demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment.
• 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 and organizations.
• Perform independent problem-solving and provide high-quality service using a group process approach.
• Function with a high degree of autonomy and set the bar for support and organizational strategy.
• 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.
• Strong communication skills to interact 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 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

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

Hiring Pay Scale: $37.50 - $49.48 / Hour

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
• 100% appointment percent