This position will remain open until a successful candidate has been identified.
UCSD Layoff from Career Appointment: Apply by 11/4/20 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 11/16/20. Eligible Special Selection clients should contact their Disability Counselor for assistance.
UC San Diego Department of Neurosurgery is among the leading neurosurgical centers in the country. 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.
Under the direction and supervision of the Department Chair and Administrative Operations Supervisor, serve as the Executive Assistant to the Chair of the Department of Neurological Surgery. Incumbent will provide C-Level administrative support to the Department Chair on a wide range of issues which are highly confidential and extremely sensitive. Responsible for high level executive administrative support to the Department Chair, including management of complex calendars for meetings/conferences, travel arrangements, status reports and ad-hoc statistical reports as requested and needed.
Performs program administration, organizational analysis, special assignments and facilities management. Attend Department meetings to include compiling data and compose concise executive summaries. Act as high-level liaison to the Department Chair, Business Office, Executive Director, 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, while maintaining the Department's electronic and paper filing systems as well as assisting with long and short term administrative needs as assigned. Assists with academic and research correspondence, as required. Coordinates academic personnel matters. Resolves problems which have a significant impact on the overall goals of the Department. Position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact and independent judgment. While performing duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment.
Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
A Bachelor's Degree in related area; and/or equivalent experience/training.
Three or more years of high-level administrative experience supporting management and executive level staff.
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.
Solid skills in problem identification. Solid analytical/problem-solving skills.
Advising and counseling skills.
Demonstrate experience providing executive level administrative support; knowledge and experience in arranging meeting and events; experience maintaining multiple balanced schedules, arranging travel and coordinating meetings with diversified faculty and staff.
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.
Proficient computer skills using MS Word, Excel, PowerPoint, email, and variety of web-based programs. Ability to create and maintain databases, perform standard computer tasks, learn new programs with minimal direction, and exercise fast and accurate typing skills. Commitment to update/maintain technology skills with relevant computer software.
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, verbally and in writ
UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.