Apr 04, 2018

Executive Assitant to the Chair

  • UCSD
  • San Diego, CA, USA
Administration / Clerical Education (Higher)

Job Description


The UC San Diego Department of Surgery is among the leading academic surgical departments in the country. In addition to offering challenging career opportunities in the diverse areas of advanced educational programs, and cutting-edge basic and translational research; resources within the department allow patients a unique opportunity for state-of-the-art clinical services. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

The Executive Assistant to the Chair will provide high-level operational and administrative support to the Chair of the Department of Surgery in the accomplishment of clinical affairs, research programs, educational programs, and facilitate the needs of departmental faculty. Responsible for scheduling, calendaring, and coordinating/planning complex travel arrangements, speaking engagements, meetings and special events. Processing of payment authorizations, purchase orders, and travel reimbursements using online system(s). Provide long- range planning of administrative practices of Chair's Office while implementing any policy or procedural change towards improvement in facilitation.

Serve as liaison to academic faculty, administrative staff, other universities and academic institutions, professional societies, committees and organizations, Office of the Chancellor, Health Sciences Dean's Office, Department of Surgery Business Office, other campus departments, and state and federal government agencies. Compile and analyze information to be used in administrative planning, federal research programs, professional and academic committees and conferences, triage all correspondence and telephone calls, draft correspondence, prepare reports, and interpret campus policies and procedures as they pertain to the accomplishments of the Chair's Office.

Ability to interface with patients, clinic staff, and international offices of various cultural, ethnic, and religious preferences with diplomacy, sensitivity, and tact is essential. Position is also responsible for maintenance of the Chair’s clinical practice. Knowledge of health insurance companies, outpatient ambulatory clinical procedures and operating room surgeries preferred. Position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact, and independent judgement. Other special projects as assigned.

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.


  • Four (4) years of experience supporting high-level executive.

  • Demonstrated knowledge of correct English usage, spelling, punctuation, and grammar.

  • Strong writing and editing abilities, with at least one (1) full year of professional experience; or an equivalent combination of education and experience.

  • Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

  • Strong use of excellent interpersonal skills including judgment, flexibility, diplomacy, and tact in possible demanding situations with diverse populations.

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

  • Ability to gather data, generate and prepare accurate statistical reports. Ability to use software applications including database management, spreadsheets, and word processing.

  • Required working knowledge of medical and scientific terminology.

  • Ability to use sound judgment in responding to issues and concerns. Strong problem-solving, analytical and organizational skills. Solid organizational skills and ability to multi-task with demanding timeframes.

  • Ability to develop objectives, perform administrative analysis functions and support the management of an organizational unit within the University setting.

  • Superior ability to communicate both orally and in written form with the public, outside agencies and within the organization.

  • Ability to deal with extremely sensitive and confidential issues related to patient care.


  • Experience working in an ambulatory clinic setting.

  • Experience using EPIC EMR.

  • Knowledge of UCSD Policy and Procedures.

  • Experience using UCSD Financial and Travel Systems.


  • Employment is subject to a criminal background check.

  • Must be able to work occasional overtime based on operational needs.

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