UCSD Layoff from Career Appointment: Apply by 02/14/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 02/26/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The division of Medical Education within the UCSD School of Medicine is comprised of the following major units: Admissions & Student Affairs; Undergraduate Medical Education; Graduate Medical Education; and Continuing Medical Education & Faculty Development. These units are supported by core services Business Affairs, Educational Technology, and Evaluation & Assessment. The division supports the education, training and co-curricular activities of 500 medical students, 800 residents and fellows, as well as the faculty, physician and healthcare providers at UCSD's School of Medicine and Medical Centers.
The Dean's Executive Assistant will provide high level administrative management and coordination in a fast-paced environment for the Dean, Medical Education and the Assistant Dean, Education Administration. The Medical Education Dean's office has programmatic oversight of all units in the Division-a Division of the SOM that oversees the continuum of Medical Education from outreach and admissions through the years of training for the MD and the post-MD programs.
The Executive Assistant is crucial to the successful operations of the Division and serves as the key resource person for the Dean and as project manager: preparing summary points and correspondence, analysis when necessary, research and investigation, using a variety of communication methods. Also serves as liaison with divisional deans, senior management, staff, students, SOM faculty, and national organizations related to medical education. Independent executive-level administration, problem solving is required as well as scheduling/calendaring, and maintaining central administrative file systems; nearly all administrative matters require the highest degree of confidentiality.
Under the direction of the Dean and Assistant Dean, the Executive Assistant will manage the schedule and calendaring for their meetings and appointments and will accurately record minutes, seeking approval and forwarding to meeting participants. The incumbent will also manage projects with case management software, track the progress of projects and monitor deadlines, conduct follow up on pending items, and provide updates. Incumbent participates as a team member of the Dean's business office and attends meetings.
For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
Bachelor's Degree in related area; and/or equivalent experience/training.
A minimum of three (3+) or more years of high-level administrative experience.
Strong experience managing a complex calendar. Experience coordinating programs, meetings, conferences, and events.
Proven experience in making national and international travel arrangements, coordinating visits, and developing/preparing complex itineraries.
Familiarity with the organization's processes, protocols and procedures.
Demonstrated knowledge of federal regulations such as FERPA.
Thorough knowledge of common organization-specific and other computer application programs.
Solid analytical/problem-solving skills. Solid skills in problem identification. Ability to multi-task with demanding time frames.
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.
Strong service orientation. Skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing.
Ability to use high-level discretion and maintain a high level of confidentiality.
Knowledge of UCSD and Health Sciences policies and procedures, including the ability to fully comprehend/ interpret the issues and to influence others to adhere to these policies when required.
Advising and counseling skills.
Employment is subject to a criminal background check.
Occasional evenings and weekends may be required.
Periodically, must be able to work alternate work schedule (
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