EXECUTIVE ASSISTANT, UC HEALTH

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UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer Prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

DEPARTMENT OVERVIEW

The University of California Health comprises six academic health centers, twenty health professional schools, a Global Health Institute and systemwide services that improve the health of patients and the University's students, faculty and employees. All of UC's hospitals are ranked among the best in California and its medical schools and health professional schools are nationally ranked in their respective areas.

The Clinical Strategy & Operations department within UC Health at the UC Office of the President develops and supports implementation of clinical policies and strategic health care projects and initiatives across the UC health system, with a focus on improving access to affordable and navigable care at UC Health locations for all Californians. In close partnership with each of the UC academic health centers, the department provides strategic guidance and support to identify and improve measures for clinical optimization and integration, ambulatory access, health equity, quality, population and public health, cancer care, health security, and student health. The department aligns efforts with the UC Health strategic goals to further the system's impact on advancing health equity.

UC Health is committed to diversity and inclusion, increasing access to care, and improving the health of Californians. Our employees embrace diversity, equity, and inclusion in all forms. We strive for a community that fosters an open, inclusive, and productive environment where we respect the potential of all individuals to make a positive contribution.

POSITION SUMMARY

This is a key position within the UC Health division working directly for the AVP Clinical Affairs and Chief Clinical Officer. The Executive Assistant (EA) provides executive level administrative support on behalf of the executive to include management of a complex schedule, executive correspondence, stakeholder coordination, travel and expense reimbursement, and special projects or assignments. The EA will maintain a thorough understanding and knowledge of activities supported by the department to effectively manage communications and sensitivity of issues, routing questions to the appropriate division leadership and staff members, and assuring that Regents, University officials, administrators at UCOP and at the campuses, department heads, and members of the public receive courteous, efficient, thorough, accurate and diplomatic responses.

The EA also effectively manages administrative processes and department operations. These skills are used to resolve a wide range of critical and confidential issues. Problems are of diverse and complex scope, requiring a high level of independence and initiative in execution and implementation. Utmost tact and discretion is necessary in all interactions and on behalf of the executive. This role serves as a key point of contact internal to UC Health and external contacts, including government, community, and national partners. The EA works independently to expedite workflow for the programs by triaging and prioritizing correspondence, scheduling, managing calendars, coordinating meetings, and travel. The EA takes initiative to execute and implement assigned tasks and establishes processes to streamline and reduce administrative burden. Staff within UC Health are required to work as a team, to maintain confidentiality, and to perform their responsibilities with initiative, tact, diplomacy, experienced judgment, and professionalism.

Responsibilities

Required Qualifications

• Minimum of four years of relevant work experience.
• Advanced experience using MS Office Suite.
• Working knowledge of and experience using on-line systems and applications to automate and process transactions, store and retrieve data, and generate reports. Ability to use computer tools to streamline work.
• 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.
• Ability to develop and implement office systems to enhance existing or conform to program changes and/or new policies and procedures.
• Ability to support calendaring, travel, and meeting/conference planning experience, including developing and staying within budget, logistical arrangements, negotiating with vendors and services; travel arrangement and reimbursement, and coordinating assembly of conference/meeting agendas and other communication materials.
• Public service orientation to work with a diverse population of staff, faculty and the public in a multi-faceted environment.
• 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 prioritize and coordinate a diverse workload and multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.

Preferred Qualifications

• Knowledge of common UCOP business systems, such as Concur, Box, Smartsheet, and Zoom.

Education

• Bachelor's degree in related area and/or equivalent experience / training.

SALARY AND BENEFITS

Job Title

EXEC AST 3

Job Code

00

Salary Grade

Grade 20

Payscale:

$88,000 - $100,000

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is October 18, 2024. If needed, add: The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

EEO STATEMENT

The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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