#137550 Executive Assistant 3

DESCRIPTION

UCSD Department of Dermatology was founded in January 2015 bringing together a team of 70 faculty members specializing in Adult and Pediatric & Adolescent Dermatology, making us one of the largest Dermatology program in the nation. Our faculty are experts in their fields and are involved in a wide range of clinical, education and research endeavors.

The Executive Assistant to the Department Chair and Administrative Vice Chair provides comprehensive, high-level administrative and executive support in a dynamic academic and clinical environment. This position requires exceptional professionalism, judgment, tact, and discretion in managing a broad range of complex and sensitive issues. Serving as a key resource and liaison for departmental leadership, the Executive Assistant ensures efficient operations of the Chair’s Office and supports strategic and administrative priorities across the Department of Dermatology. Key responsibilities include managing complex calendars; scheduling and coordinating meetings; preparing agendas, presentations, and executive summaries; arranging national and international travel; and maintaining confidential correspondence and records. The incumbent supports department committees, educational meetings, dept. events, retreats, and professional organization activities involving the Chair. The role also encompasses program administration, facilities coordination, and organizational analysis to improve departmental workflows and communication.

The Executive Assistant serves as a high-level liaison between the Chair, Administrative Vice Chair, faculty, staff, and institutional leadership, ensuring effective communication and the smooth execution of departmental initiatives. In addition, serves as a liaison with the Academic Resource Center to support faculty recruitment, appointment, review, and promotion processes, ensuring accuracy, compliance, and timely coordination of required documentationsThe Executive Assistant also serves as a resource and provides coverage to other administrative staff members, fostering collaboration, consistency, and continuity in departmental operations.

MINIMUM QUALIFICATIONS

• Seven years of related experience, education/training, OR a Bachelor’s degree in related area plus three years of related experience/training

• Familiarity with the organization's processes, protocols and procedures. Demonstrated experience working with Department-wide projects, and committees that expand throughout the UC organization.

• Solid analytical / problem-solving skills. Ability to multi-task with demanding timeframes. Demonstrated advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines

• Ability to use high-level discretion and maintain a high level of confidentiality. Demonstrated experience working with a diverse and demanding community with high expectations for quality service. Demonstrated experience providing executive level administrative support to help meet frequent, critical deadlines on highly confidential and sensitive matters.

• 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.

• Knowledge of UC San Diego Policies and Procedures, particularly those involving travel, expenditures and expenditure reimbursements.

• Knowledge of federal regulations such as FERPA.

• Thorough knowledge of common organization-specific and other computer application programs.

• 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.

• Solid skills in problem identification.

SPECIAL CONDITIONS

• Job offer is contingent on a clear Background Check.

• Incumbent may be expected to work additional hours, after hours and weekends, as needed.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and and dozens of outpatient clinics. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace