Executive Assistant- Hybrid
The University of California, San Diego
About this position
Position Description
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. The Executive Assistant is responsible for ensuring 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. The incumbent independently assesses competing priorities, anticipates leadership needs, ensures executives are thoroughly prepared for meetings, presentations, and events through the development of briefing materials and background information, and researches, analyzes, and synthesizes complex information into concise executive summaries, reports, presentations, and recommendations. The position leverages 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. The position serves 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. The incumbent facilitates communication across all organizational levels while ensuring timely responses, exceptional customer service, and effective coordination of departmental priorities. The Executive Assistant coordinates 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. Responsibilities include maintaining confidential personnel and departmental records; supporting faculty academic advancement documentation, including curriculum vitae and biobibliographies; assisting with research-related correspondence, disclosures, and administrative requests; and coordinating special projects and strategic initiatives on behalf of the Chair and VCA. The position oversees departmental communications and engagement activities, including management of the Department website and affiliated division and laboratory websites, development and publication of departmental newsletters, coordination of 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. The incumbent ensures 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 judgement, 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. 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 Executive 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. This includes preparing agenda, location discovery and reservations, logistics, arranging catering & entertainment, collating/distributing materials, and documenting/formatting minutes of meetings and ensuring action items are completed, followed-up and documented.