UCSD Layoff from Career Appointment: Apply by 07/19/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 07/31/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This posting shall remain open until filled.
The division of Medical Education within the UCSD School of Medicine is comprised of the following major units: Admissions & Student Affairs; Undergraduate Medical Education; Graduate Medical Education; and Continuing Medical Education & Faculty Development. These units are supported by core services Business Affairs, Educational Technology, and Evaluation & Assessment. The division supports the education, training and co-curricular activities of 500 medical students, 800 residents and fellows, as well as the faculty, physician and healthcare providers at UCSD's School of Medicine and Medical Centers.
The Dean's Executive Assistant will provide high level administrative management and coordination in a fast paced environment for the Dean, Medical Education and the Assistant Dean, Education Administration and the Associate Dean of Education Technology. The Medical Education Dean's office has programmatic oversight of all units in the Division-a Division of the SOM that oversees the continuum of Medical Education from outreach and admissions through the years of training for the MD and the post-MD programs.
The Executive Assistant is crucial to the successful operations of the Division and serves as the key resource person for the Dean and as project manager: preparing summary points and correspondence, analysis when necessary, research and investigation, using a variety of communication methods. Also serves as liaison with divisional deans, senior management, staff, students, SOM faculty, and national organizations related to medical education. Independent executive-level administration, problem solving is required as well as scheduling/calendaring, and maintaining central administrative file systems; nearly all administrative matters require the highest degree of confidentiality.
Under the direction of the Dean and Assistant Dean, the Executive Assistant will manage the schedule and calendaring for their meetings and appointments and will accurately record minutes, seeking approval and forwarding to meeting participants. The incumbent will also manage projects with case management software, track the progress of projects and monitor deadlines, conduct follow up on pending items, and provide updates. Incumbent participates as a team member of the Dean's business office and attends meetings.
For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
A Bachelor's Degree in related area; and/or equivalent experience/training.
Three (3+) or more years of high-level administrative experience supporting executives.
Familiarity with the organization's processes, protocols and procedures.
Demonstrated knowledge of federal regulations such as FERPA.
Thorough knowledge of common organization-specific and other computer application programs.
Proven skills in problem identification. Solid analytical/problem-solving skills. Ability to multi-task with demanding timeframes.
Excellent service orientation.
Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors,students and external constituencies, both verbally and in writing.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization and the Office of the President and external constituencies.
Ability to use high-level discretion and maintain a high level of confidentiality.
Demonstrated advising and counseling skills.
Knowledge of UCSD and Health Sciences policies and procedures, including ability to fully comprehend/interpret the issues and to influence others to adhere to these policies when required.
Employment is subject to a criminal background check.
Occasional evenings and weekends may be required.
Periodically, must be able to work alternate work schedule (7-3:30, 8-4:30, 9-5:30).
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.