Executive Assistant - Ophthalmology

University of California - Los Angeles Health; Los Angeles (CA); On-site; USD 47,000 - 74,000; Full time

Job summary

University of California - Los Angeles Health is seeking an Academic Coordinator and Executive Assistant for the Cornea and Uveitis Division of the Stein Eye Institute. You will support faculty, fellows, and residents, manage calendars, track deadlines, coordinate events, and assist with academic personnel actions and dossier preparation.

You will also handle schedule management, travel arrangements, and prepare reports for senior leadership.

Qualifications

• Bachelor's degree and/or equivalent combination of education and experience.
• Five (5) years minimum business operations and/or administration experience.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Analytical skills sufficient to interpret and apply University and campus policies; define problems: formulate logical conclusions, recognize alternatives.
• Strong written skills to prepare accurate, concise, and clear reports and documents.
• Communication and interpersonal skills sufficient to work effectively with university-wide and campus-wide Administrators, Deans, Department Chair, faculty and staff both orally and written.

Responsibilities

• Coordinate academic, research, and faculty affairs activities for the Cornea and Uveitis Division.
• Maintain calendars for faculty, fellows, and residents and align academic commitments with clinical schedules.
• Organize meetings, conferences, workshops, and educational events; track deadlines for courses, manuscripts, grants, and academic submissions.
• Prepare and submit academic dossiers for advancement and promotion of division faculty; support faculty academic advancement and promotion processes.

Skills

Discretion and confidentiality

Written communication

Interpersonal skills

Analytical thinking

Scheduling coordination

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Job description

Description

This position will be for an individual with two roles:
Academic Coordinator and Executive Assistant. As an Academic Coordinator, the
individual will provide comprehensive academic and administrative support to
faculty, fellows, and residents within the Cornea and Uveitis Division of the
Stein Eye Institute at UCLA. Serving as a key resource for the Co-Chiefs of the
Division and the Cornea and Uveitis Fellowship Directors, the individual will support
the academic mission by coordinating educational, research, and faculty affairs
activities while ensuring compliance with departmental and institutional
deadlines and requirements. As Academic Coordinator, this individual will
manage and monitor Cornea and Uveitis Division programs, maintain academic
calendars for faculty, fellows, and residents, and ensure that academic
commitments are appropriately coordinated with clinical schedules. Responsibilities
include tracking deadlines for courses, manuscripts, grants, academic
submissions, and other professional activities; organizing meetings,
conferences, workshops, and educational events; and providing administrative
support related to faculty academic advancement and promotion processes.

This individual will maintain faculty curriculum vitae,
compile and organize materials for academic personnel actions, and work closely
with the Department of Ophthalmology Academic Personnel Office to prepare and
submit academic dossiers for advancement and promotion of the Cornea and
Uveitis Division faculty. Through proactive organization, communication, and
coordination, the Academic Coordinator will contribute to the successful
execution of the Division's educational, research, and academic objectives
while supporting faculty, trainees, and departmental leadership. As
Executive Assistant to Dr. Aldave in his role as Co-Chief of the Cornea and
Uveitis Division and Vice Chair for Academics for the Department of
Ophthalmology, this individual will be responsible for: schedule/calendar
management; reviewing, prioritizing and when appropriate, responding to email
communications; coordinating travel and reimbursement for travel; document
preparation and review; presentation preparation; support of clinical
activities, including communication with staff, trainees and other faculty, as
well as management of clinical schedules; conduct special studies, and
assignments in a variety of administrative and operational procedures and
topics, often with department-wide, cross-departmental, and/or major financial
impact; and prepare effective written reports and present recommendations to
senior management, internal and external groups.

Note: Skills may be subject to testing.

Salary Range: $33.81 - 53.93 Hourly

Qualifications

Required

• Bachelor's degree and/or equivalent combination of education and experience
• Five (5) years minimum
  Business operations and/or administration experience
• Ability to use
  high-level discretion and maintain a high level of confidentiality
• Advanced Proficiency in
  Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Analytical skills sufficient to interpret and apply University and campus policies; define problems: formulate logical conclusions,
  recognize alternatives
• Strong written skills to prepare accurate, concise, and clear reports and documents
• Communication and interpersonal skills sufficient to work effectively with university-wide and campus-wide Administrators, Deans, Department Chair, faculty and staff both orally and written

Preferred

• Knowledge of academic
  and/or administrative structure of institutions of higher education