Executive Assistant - East Campus - 142013

UC San Diego; San Diego (CA); On-site; USD 68,000 - 119,000; Full time

Job summary

UC San Diego's East Campus Medical Center seeks an Executive Assistant reporting to the Senior Director of Nursing. The role ensures smooth administrative operations, manages information systems, and supports a range of duties for the executive office with discretion and efficiency.

Key tasks include CMO administrative needs, physician on-call scheduling, and other duties as assigned, requiring strong analytical, communication, and multi-tasking skills in a fast-paced environment.

Qualifications

• Seven years of related experience or a Bachelor's degree in related area plus three years of related experience/training.
• Familiarity with the organization's processes, protocols and procedures.
• Thorough knowledge of common organization-specific and other computer application programs.
• Strong communication skills and confidentiality.
• Advanced Excel and MS Office applications for reporting and data management.

Responsibilities

• Handle executive administrative duties for the Senior Director of Nursing.
• Coordinate calendars, meetings and multi-organizational scheduling.
• Provide CMO administrative support and physician scheduling as assigned.
• Manage information systems, reports and communications with discretion and accuracy.

Skills

Communication skills

Advanced Excel

MS Office

Discretion and confidentiality

Project management

Education

Bachelor's degree in related area

Tools

Excel

Word

Outlook

PowerPoint

Teams

SharePoint

Job description

DESCRIPTION

The Executive Assistant for East Campus Medical Center reports to the Senior Director of Nursing. This experienced professional will ensure administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Participates in the implementation of efficient and effective systems for managing information, manages projects and communications to ensure accurate and timely responses. Handles the details of a variety of matters on behalf of the executive.

This positions will also provide administrative duties including, CMO administrative needs, physician on call scheduling, physician payment, and other duties as assigned.

MINIMUM QUALIFICATIONS

• Seven (7) years of related experience, education/training, OR a Bachelor's degree in related area plus three (3) years of related experience/training. Related experience: supporting C-suite executives in large, complex corporate environments.

• Familiarity with the organization's processes, protocols and procedures.

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

• 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.

• Strong service orientation, excellent customer service and communication skills.

• Strong skills to communicate effectively with all levels of staff, and external constituencies, both verbally and in writing.

• Advanced Excel skills and strong working knowledge of Microsoft Office applications (Word, Outlook, PowerPoint, and Teams) required to support reporting, data management, and day-to-day administrative functions.

• Advising and counseling skills.

• Ability to multi-task with demanding timeframes.

• Ability to use high-level discretion and maintain a high level of confidentiality.

• Solid skills in problem identification.

PREFERED QUALIFICATIONS

• Full proficiency in relevant software tools including Outlook, Teams, Sharepoint, Word, PowerPoint, and Excel. Comfort and interest in learning new tools as needed.
• 3+ years experience supporting C-suite executives in a large, complex environment.
• Calendaring and managing multi-organizational meetings.

SPECIAL CONDITIONS

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check and pre-employment physical.

Pay Transparency Act

Annual Full Pay Range: $67,700 - $118,500 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $32.42 - $56.75

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).