Executive Assistant III, Physician Group - Hybrid - 141702

UC San Diego Health; San Diego (CA); Hybrid; USD 82,000 - 120,000; Full time

Job summary

UC San Diego Health's Physician Group seeks an experienced executive administrative professional to provide high-level support to senior leaders. You will coordinate communications, manage calendars, and oversee confidential projects with independence and discretion.

The role requires strong organizational skills, outstanding written and verbal communication, and the ability to handle multiple priorities in a fast-paced ambulatory care environment. A cover letter is recommended when applying.

Qualifications

• Seven (7) years of related experience, education/training, OR a Bachelor's degree in related area plus three (3) years of Executive level administrative experience or equivalent relevant experience.
• Professional level experience providing complex administrative support to a high-level executive.
• Strong knowledge of English grammar, spelling, punctuation and sentence structure/formats, demonstrated skill in composing correspondence.
• Excellent interpersonal, oral and written communication skills, including diplomacy, tact, and flexibility.
• Proven ability to interact with all organizational levels and to communicate effectively and professionally both in person and via phone.
• Ability to present a positive impression in person, on the telephone and through e-mail.
• Organize tasks, prioritize and work effectively in an environment with multiple interruptions, while maintaining an organized work space.
• Demonstrated ability to maintain confidentiality and sound judgment when handling sensitive information.
• Demonstrated technical proficiency, including but not limited to Excel, PowerPoint, Visio/Lucid, Word, etc.
• Ability to anticipate executive's needs, solve problems independently, and clear roadblocks before they arise.
• Demonstrated emotional intelligence skills with strong situational awareness and adaptability to manage shifting priorities under high pressure.

Responsibilities

• Provides timely and highly organized administrative oversight for executives, including coordination of communications and pertinent data.
• Oversees special projects or assignments that are highly sensitive or complex, with independence and initiative.
• Handles scheduling and calendar management; coordinates multiple stakeholders and meetings.
• Supports confidential matters and maintains discretion in handling sensitive information.
• Prepares and communicates information to executives; drafts correspondence and reports as needed.

Skills

Executive support

Communication

Scheduling

Organization

Interpersonal skills

Confidentiality

Problem solving

Education

Bachelor's degree in related area

Tools

Excel

PowerPoint

Visio/Lucid

Word

Job description

This position will work a hybrid schedule which includes on-site work on Lightwave Avenue in San Diego, CA and remote.

DESCRIPTION

The Physician Group is the Ambulatory arm of UC San Diego Health. It includes the clinical, financial, and operational performance of outpatient care services. Working with leaders from experience, compliance, quality, and strategy and finance, the Physician Group ensures that ambulatory operations meet the needs and requirements of patients, physicians, staff and the community. Excellent performance is assured by managing access, quality, finance, and service-oriented goals in over 100 clinics and 1,600 team members.Involves providing timely and highly organized administrative oversight for executives, including the coordination of communications and pertinent data among a group of the executive's subordinate management staff. Performs and/or oversees special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance. Responsible for scheduling and calendar management. Other duties as assigned.

While not required, a cover letter is highly recommended when applying to this position.

MINIMUM QUALIFICATIONS

• Seven (7) years of related experience, education/training, OR a Bachelor's degree in related area plus three (3) years of Executive level administrative experience or equivalent relevant experience.

• Professional level experience providing complex administrative support to a high-level executive.

• Strong knowledge of English grammar, spelling, punctuation and sentence structure/formats, demonstrated skill in composing correspondence.

• Excellent interpersonal, oral and written communication skills, including diplomacy, tact, and flexibility.

• Proven ability to interact with all organizational levels and to communicate effectively and professionally both in person and via phone.

• Ability to present a positive impression in person, on the telephone and through e-mail.

• Organize tasks, prioritize and work effectively in an environment with multiple interruptions, while maintaining an organized work space.

• Demonstrated ability to maintain confidentiality and sound judgment when handling sensitive information.

• Demonstrated technical proficiency, including but not limited to Excel, PowerPoint, Visio/Lucid, Word, etc.

• Ability to anticipate executive's needs, solve problems independently, and clear roadblocks before they arise.

• Demonstrated emotional intelligence skills with strong situational awareness and adaptability to manage shifting priorities under high pressure.

PREFERRED QUALIFICATIONS

• Healthcare experience.

• Complex Scheduling.

• Event Planning.

• Process Improvement training - yellow belt equivalent.

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: $82,225 - $119,768 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $39.38 - $57.36

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).