Executive Assistant to the Chair-NEUROLOGICAL SURG
The University of California, San Diego
About this position
Position Description
The Department of Neurological Surgery at UC San Diego is among the leading neurosurgical centers in the country. The Department provides the full range of a contemporary neurosurgical practice, holds every major sub-specialty quality designation within the field, has developed world-class collaborative research relationships with engineering and neurosciences, and is a leading educational program in neurosurgery for medical students and residents. The department offers challenging career opportunities in the diverse areas of state-of-the-art clinical services, advanced educational programs, and cutting-edge research. The Department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees. The Executive Assistant to the Department Chair provides comprehensive, high-level administrative and executive support in a dynamic academic and clinical environment under the direction of the Administrative Manager. This position requires exceptional professionalism, judgment, tact, and discretion in managing a broad range of complex and sensitive issues in a rapidly changing, time-pressured environment. The executive assistant provides C-Level administrative support on a wide range of issues which are highly confidential and extremely sensitive. Responsible for high level executive administrative support to the Department Chair, and one other faculty leader, including management of complex calendars; scheduling and coordinating meetings, arranging national/international travel; preparing agendas, presentations and executive summaries; and maintaining confidential correspondence and records. Performs program administration, organizational analysis, event planning/coordination and special assignments. Supports department committees, events, retreats and professional organizations involving the Chair and other faculty leader. Attends department meetings to include compiling data and compose concise executive summaries. Act as high-level liaison to the Department Chair, Department Business Officer, Administrative Manager, faculty, staff, patients, university officials, professional societies, and other universities and academic institutions. Duties include administrative support in the areas of communications and document management in a team environment. Ensures the efficient and effective functioning of the day-to-day activities of the Department Chair's office. The Executive Assistant also serves as a resource and provides coverage to other administrative staff members, fostering collaboration, consistency, and continuity in departmental operations. Assists with academic, education and research correspondence, as required. Coordinates academic personnel matters, licensing and credentialing and maintenance of CV/biosktech/biobib. May participate in activities related to the department’s ACGME-accredited training program. Resolves problems which have a significant impact on the overall goals of the Department. 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.
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 and basic understanding of medical/scientific terminology. Formatting (CVs, Biosketch, Biobib, Other Support Page, etc.) Knowledge of federal regulations such as FERPA. Thorough knowledge of common organization-specific and other computer application programs. Solid computer skills using MS Word, Excel, PowerPoint, email system, and a variety of web-based programs. Demonstrated ability to create and maintain databases, perform standard computer tasks, learn new programs/applications with minimal direction, and exercise fast and accurate typing skills. Demonstrated commitment to update/maintain technology skills, including AI and project management software. Solid analytical/problem-solving skills. 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. Proven ability and experience to collaborate and communicate effectively and diplomatically, with diverse populations, at all organizational levels. Strong teamwork, collaboration, and cooperation skills. Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Demonstrate excellent written and oral communication skills with exceptional interpersonal skills to communicate and interact in a courteous and effective manner, using tact and diplomacy while exercising good judgment with diverse individuals at all levels in person, in writing, or by telephone. Advising and counseling skills. Ability to multi-task with demanding timeframes. Demonstrated advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines. Ability to use high-level discretion and maintain a high level of confidentiality. Demonstrate ability to maintain confidential documents within the Department’s electronic and paper files, and the ability to extract and produce documents upon request. Prepare and process correspondence and reports as required. Assist with scheduling and organizing meetings in a fast-paced environment. Work with a diverse and demanding community with high expectations for quality service. Provide executive level administrative support to help meet frequent, critical deadlines on highly confidential and sensitive matters. Solid skills in problem identification. Demonstrates initiative, creating problem-solving and good judgment in selecting methods and techniques for obtaining solutions. Demonstrated experience providing executive level administrative support; knowledge and experience in arranging meeting and events; experience maintaining multiple complex schedules, and arranging national/international travel.