Colorectal Division Executive Assistant - 128977

The Department of Surgery is one of the largest departments in the School of Medicine and is comprised of 102 full-time faculty members, 220 voluntary faculty members, 20 physicians employed on MSP agreements, 25 doctors employed by the VA or other facilities, 77 accredited and 13 non-accredited trainees and 100 career staff. Activities are organized in 13 sub-specialty divisions. Annual expenditures across the Department total over $66.5M with a global research portfolio of over $19M. Surgery is a target for aggressive growth in the Health System clinical strategic plan. The Department houses the Center for the Future of Surgery, a unique educational and research unit that to date has trained over 20,000 unique learners. The missions of research, education, and patient care are intertwined, and are integral to the goals of the department.

As a leader in research and patient care, the UC San Diego Division of Colorectal Surgery is committed to providing the latest in expert and compassionate treatment, performing leading-edge research, and training the next generation of top surgeons. UC San Diego Health is currently ranked among America's best hospitals by U.S. News & World Report.

Provide executive level administrative support to the Chief of Colorectal Surgery and the Division of Colorectal Surgery on a wide range of projects and assignments that are complex and confidential in nature. Independently manage a complex calendar for Chief and other Division faculty as assigned. Analyze meeting requests to accommodate priorities, ensuring day/time accuracy, notating and communicating changes as they arise. Coordinate complex travel, including airfare, hotel accommodations and conference registration for Chief and other Division faculty. Work with Medical Staff Office to renew hospital privileges and effectively manage credentialing process. Track memberships to professional organizations, renewing memberships as appropriate. Update Chief's CV, bio-bibliography and manage/organize database of publications and other relevant material for academic reviews. Draft and edit recommendation letters on behalf of Chief and other Division faculty. Assist with special projects and tasks, as assigned.

• Thorough knowledge of common organization-specific and other computer application programs. Demonstrated strong computer proficiency with MS Office Suite (Word, Access, Excel, PowerPoint), Adobe Acrobat, calendaring, and web-based applications.

• Solid analytical / problem-solving skills. Demonstrated analytical skills, including gathering, organizing, and reporting various types of data from disparate sources. Demonstrated experience analyzing and identifying problems, independently resolving discrepancies with ability to recommend solutions, and contributing effectively to support organizational objectives.

• Strong ability to multi-task with demanding time frames. Strong demonstrated experience with providing a full range of high-level, independent administrative support combined with proven skill to coordinate complex activities and use independent judgement to organize and prioritize office functions.

• Proven extensive experience in assisting high-level leadership with complex and confidential calendaring, travel arrangements, special projects, and community relations in a fast-paced environment.

• Experience with preparing presentations, including using PowerPoint slides, tables, and graphs.

• Proven ability to work independently without direct supervision using initiative and resourcefulness. Ability and willingness to learn new skills and take on new tasks as needed for all aspects of the position.

• Experience in planning and organizing functions, meetings and/or special events. This includes preparing agendas, documenting/formatting minutes of meetings, and ensuring action items are completed, followed up, and documented.

• Demonstrated ability to communicate effectively, diplomatically, and professionally, both orally and in writing.

• Demonstrated superior interpersonal skills to successfully interact with a variety of people, including high-level faculty, executives, members of the community from diverse cultures and backgrounds. Strong ability to exercise political acumen and maintain strict confidentiality (in interactions with both internal and external people) concerning work-related information.

• Bachelor's degree in related area; or an equivalent combination of education and experience.

• Knowledge of medical and research terminology.

• Experience working with UCSD systems/databases and knowledge of UCSD policies and business practices.

• Knowledge and experience of contract and grant proposal submissions to federal, state, or private funding organizations.

• Experience working in clinical settings.

• Employment is subject to a criminal background check.