Executive Assistant - 136553

UC San Diego Health; San Diego (CA); On-site; USD 40,700 - 88,030; Full time

Job summary

A major health institution in La Jolla is seeking an Executive Assistant to the Vice Chair of Medicine and Chief of Pulmonary, Critical Care and Sleep Medicine. The role entails managing complex calendars, arranging meetings, and drafting important correspondence. Ideal candidates will have strong organizational skills and experience providing senior-level administrative support. This position offers a competitive salary range of $40,700 - $88,030 annually.

Qualifications

• Ability to work independently with minimal supervision.
• Experience coordinating conferences and events.
• Strong attention to detail in a multi-demand environment.

Responsibilities

• Serve as the Executive Assistant to the Division Chief.
• Manage complex calendars and arrange meetings.
• Draft correspondence on behalf of the division.

Skills

Strong organizational skills

Excellent interpersonal communication

Proficiency in Microsoft Office Suite

Analytical skills

Job description

Overview

Job title: Executive Assistant to the Vice Chair of Medicine and Chief of PCCSM (Pulmonary, Critical Care and Sleep Medicine)

Department: MEDICINE/Pulmonary, Critical Care and Sleep

Location: La Jolla, CA

Appointment Type: Career • Appointment Percent: 100%

Work Schedule: Days, 8 hrs/day, Monday–Friday

Total Openings: 1

Responsibilities

• Serve as the Executive Assistant to the Division Chief; act as first point of contact for the division.
• Manage complex calendars, arrange meetings and plan conferences; coordinate domestic and international travel, travel reimbursements, and reconciliation for division leadership and assigned faculty.
• Draft correspondence on behalf of the division and assigned faculty; process and reconcile non-travel reimbursements.
• Assist with manuscript revisions and submissions; conduct literary searches as required.
• Coordinate and manage the MSO’s calendar; provide QGenda backup support; support special projects as assigned.
• Manage the T32 fellowship by maintaining up-to-date records and analytics; process appointments and terminations as needed; act as Physician Time Study Coordinator.
• Perform other duties as assigned.

Minimum Qualifications

• Demonstrated ability to work independently with minimal supervision, learn quickly, exercise good judgment, take initiative, and maintain composure under pressure.
• Experience coordinating conferences, colloquia, and events; ability to arrange and coordinate meetings.
• Ability to maintain a computerized appointment calendar accurately.
• Strong organizational skills; ability to set priorities, produce timely results, meet deadlines, and maintain attention to detail in a multi-demand environment.
• Experience providing senior-level administrative support; ability to liaise with on- and off-campus entities; professional judgment and discretion.
• Analytical and problem-solving skills; ability to identify issues, recommend solutions, and implement procedures to achieve resolutions.
• Ability to interpret and implement policies; effectively communicate information.
• Experience researching, compiling, organizing, interpreting, and selecting data from various sources.
• Excellent interpersonal, written and verbal communication skills; ability to interact with individuals at all levels.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and other PC software; ability to adapt computer software to office needs.
• Ability to maintain strict confidentiality and discretion with sensitive information.

Special Conditions

• May require early mornings, late nights, and occasional weekends.
• Employment is subject to a criminal background check.

Pay and Benefits

Pay Transparency Act

Annual Full Pay Range: $40,700 - $88,030 (prorated if appointment percentage < 100%).
Hourly Equivalent: $19.49 - $42.16.

Additional Information

UC San Diego Health is an Equal Opportunity Employer. Applications/Resumes are accepted for current job openings only. For full consideration, apply before the initial closing date. UC San Diego Health emphasizes a diverse and inclusive environment and complies with vaccination policies where applicable.