Psychiatry Executive Assistant III - Hybrid - 133307

UCSD Department of Psychiatry is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, cutting-edge research, and state-of-the-art clinical services. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

Under direction, the Psychiatry Executive Assistant will provide high-level operational and administrative support to the Department of Psychiatry Chair and Administrative Vice Chair (AdVC) in the accomplishment of clinical affairs, federal and state research programs, and educational programs' administrative responsibilities which require tact, diplomacy, and confidentiality on a wide variety of complex and highly sensitive issues. Manage operation of Chair's office administration and its major subdivisions. Provide long-range planning of administrative practices of Chair's Office while implementing any policy or procedural change towards improvement in facilitation. Provide training to administrative office staff, delegate applicable tasks and coordinate completion of diverse projects. Assess and make recommendations to the Department Chair and Administrative Vice Chair for cost-effective strategies in conjunction with departmental standards. Serve as liaison to academic faculty, administrative staff, other universities and academic institutions, professional societies and organizations in the US and abroad including other campus units including Rady Children's Hospital, Office of the Chancellor, Health Sciences Dean's Office, state and federal government agencies including VASDHS and VMRF. Serve as liaison to outside agencies and other campus units, including Office of the Chancellor, Academic Personnel, Director of the Hospital and Clinics, School of Medicine Dean's Office; facilitate needs of extensive department faculty. Compile and analyze information to be used in administrative planning, federal research programs, professional and academic committees and conferences. Compile and organize information for university and national scholastic committees and professional associations; provide support to Chair towards completion and reporting of clinical, teaching, research, and administrative duties. Act as liaison to administrative staff and faculty in the completion of educational, research and teaching goals. Support the Department Chair's Biobib for file promotion which includes managing CV and other documents related to academic work. Support other administrative grant requests and disclosures as needed.

While performing their duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment. This requires the incumbent to use discretion and have an understanding of sensitive issues, utilize independent judgment, possess strong organizational skills and the ability to be flexible as priorities demand. The incumbent maintains sensitive and confidential information in electronic and paper form, and must have the ability to extract, analyze, interpret and project the data as required. This position serves as a key resource for Department Faculty and must be able to review and resolve problems on Chair's and AdVC's behalf, triage all correspondence and telephone calls, draft correspondence, prepare reports, and interpret campus policies and procedures as they pertain to the accomplishments of the Chair's Office. Assist with other project and miscellaneous duties as needed.

• Four years of related experience, education/training, OR a Bachelor's degree in related area.

• 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 / 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.

• Strong skills to communicate 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 a high level of confidentiality.

• Solid skills in problem identification. Proven ability and willingness to problem solve and/or follow up with executives for direction as needed.

• Excellent organization, planning, and time management skills with proven ability to prioritize and pace multiple and complex responsibilities on several projects; and to work effectively with frequent interruptions, fluctuating workloads, travel schedules, and changing priorities.

• Excellent interpersonal skills, both verbal and written (using grammatically correct English and accurate spelling, punctuation, and typing), and skill to interact effectively in person, on the telephone, and in writing, with ethnically, culturally, and professionally diverse individuals at all levels of organizations, exercising tact, mature judgment, diplomacy, resourcefulness, persistence, assertiveness, and flexibility to promote positive working relationships and job effectiveness.

• Demonstrated skill in analyzing and interpreting broad academic policies and regulations as they pertain to the department; skilled in assessing impact of policy decision on department, suggesting options for implementation and advising support staff to meet said new guidelines.

• Proven ability to initiate collaborative, strategic internal discussions to prioritize, develop, and implement new ideas; ability to monitor all aspects of assigned projects from development through implementation; ability to create work plans and timelines to ensure timely completion of projects.

• Demonstrated problem-solving and analytical abilities to recognize potential problems, independently resolve problems, communicate higher level problems to supervisor, to evaluate and suggest solutions and recommendations, and to develop and initiate a plan to complete job goals efficiently and effectively.

• Demonstrated initiative, creativity, and ability to work effectively, both independently and in a team environment, to follow through with superior attention to detail, and to complete tasks in a timely manner by a specified deadline.

• Working knowledge of and experience in preparing academic affirmative action recruitment plans and assisting with coordinating faculty recruitment plans; experience in drafting recruitment plan, position description, and advertisement, ensuring they meet with campus regulations.

• Extensive experience in managing, organizing and coordinating special conferences for Executives.

• Demonstrated knowledge and skill in conducting independent studies and special projects. Demonstrated experience supporting the Department Chair with other special projects such as Biobib, administrative grant requests, and disclosures as needed.

• Extensive knowledge/skill in administrative and medical office management.

• Extensive experience in managing operation of Executive's office administration and its major subdivisions; proven ability to provide long-range planning of administrative practices of Executive's Office while implementing any policy or procedural change towards improvement in facilitation.

• Proven ability to manage and provide training to administrative office staff, delegate applicable tasks and coordinate completion of diverse projects; demonstrated experience in assessing and making recommendations to the Executive's for cost-effective strategies in conjunction with departmental standards.

• Strong knowledge of academic governance, instructional and research programs, clinical and administrative business functions and understanding of an educational, clinical and administrative institution's organizational structures and communications channels.

• Demonstrated ability to analyze and organize information obtained and prepare completed staff work for presentation.

• Experience and skill in training administrative support staff.

• Demonstrated experience in preparing contract and grant proposals and academic files.

• Bachelor's degree from an accredited program in behavioral science, public health, or related field.

• Three or more years of relevant experience.

• Extensive knowledge of Psychiatry Department's clinical, research and teaching programs; knowledge of UC organization/system and of various functions of officials of the Health Sciences and the UC Medical Center in order to interact and coordinate the activities of the Chair.

• Employment is subject to a criminal background check.

• Must be available for on-call assignments, frequent overtime and irregular work hours, as required for completion of assignments.