The Department of Medicine (DoM) is the largest department within the UCSD School of Medicine (SoM) and is responsible for fulfilling its teaching, research, and clinical missions. DoM employees approximately 600 salaried faculty, nearly 300 academic appointees, and more than 300 residents, fellows, and postdocs, supported by over1,000 staff members.

Under direction, the Executive Assistant for the Chair of the Department will provide C-Level administrative support on a wide range of issues which are highly confidential and extremely sensitive, independently evaluating and managing shifting priorities on complex calendars. Ensures the efficient and effective functioning of the day-to-day activities of the Department Chair, while maintaining the Department's electronic and paper filing systems as well as assisting with long and short term administrative needs as assigned. The incumbent must manage a high volume of communication and information with high-profiled leadership, must be able to organize, research, track, interpret, analyze and present information in concise and appropriate formats for the Chair to assist in timely responses, appointment scheduling, meeting, conference and event planning, domestic and international travel arrangements, and travel reimbursement and reconciliation. Support the purchasing of supplies, equipment, and non-standard items. Analyze problems and recommend options. Gather and analyze financial information. Participate in long range planning for the needs of the Department. Provide support for research and contract & grant administration. Assist with faculty and staff recruitment. Maintain confidential personnel files. Thorough knowledge of the Medicine clinical and academic activities, independently respond to a variety of information requests and disseminate information through interpersonal, telephone and electronic communications. Route calls, information/data requests, and issues to the appropriate personnel. While performing duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment.

The incumbent ensures that the Chair/AdVC are briefed for meetings and events with a wide range of individuals and groups. Incumbent will interact with all levels of the organization, including campus executive administration support staff, donors and prospects, and international, governmental and community contacts and organizations. Responsible for independent problem-solving and high quality service, and also group process approach to accomplishing work. As requested, manages special projects of a highly confidential and sensitive nature.

The Executive Assistant will be responsible for providing administrative, strategic, and research support to the Chair and other senior leaders. Act as a key liaison between Medicine and entities within and outside of UCSD, including other UC academic institutions and outside collaborators. Functions with a high degree of autonomy and sets the bar for support and organizational strategy. Performs other duties as assigned.

For a senior leader (i.e. direct report to the President, Chancellor or Health System CEO), provides leadership and professional expertise for units at the highest levels of administration at the University. Develops and administers systems for managing information, projects and communications throughout unit; functions with a high degree of autonomy. Significant barriers to entry exist at this level (e.g., may require the approval of senior leadership).

• Nine years of related experience, education/training, OR an Bachelor's degree in related area plus five years of related experience/training.

• Intermediate to advanced knowledge of common organization-specific computer applications.

• 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 skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing.

• Ability to multi-task with demanding timeframes.

• Strong analytical / problem-solving skills.

• Advanced service orientation.

• Advising and counseling skills.

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

• Small to mid-level project management skills.

• Advanced knowledge of the organization's processes, protocols and procedures.

• Knowledge of federal regulations such as FERPA.

• Employment is subject to a criminal background check.