Senior Executive Assistant to Chair/ADVC & Events - 129748

$77,000 - $139,200/Yr

University of California - San Diego, CA

Full-time - Senior

San Diego, CA

Educational Services

About the position

The Senior Executive Assistant to the Chair/AdVC and Events Manager plays a crucial role within the Department of Pediatrics at UCSD, which is one of the largest departments in the UCSD School of Medicine. This position requires a high level of confidentiality, tact, and professionalism, as the incumbent will be managing complex and sensitive issues that arise in a fast-paced environment. The role involves providing leadership and professional expertise to the highest levels of administration, ensuring that the Chair/AdVC's time and commitments are effectively managed. This includes evaluating and managing shifting priorities on complex calendars, organizing and tracking a high volume of communication, and presenting information in concise formats to assist in timely responses and decision-making. The Senior Executive Assistant will also be responsible for planning meetings, conferences, and events, as well as arranging domestic and international travel. This includes managing travel reimbursements and ensuring that all logistical details are handled efficiently. The incumbent will support the purchasing of supplies and equipment, analyze problems, and recommend solutions. Additionally, the role involves gathering and analyzing financial information, participating in long-range planning, and assisting with faculty and staff recruitment. The Senior Executive Assistant will act as a liaison between the Pediatrics Department and various internal and external entities, including other UC academic institutions and community organizations. In this position, the incumbent must demonstrate strong organizational skills, the ability to adapt to changing demands, and a commitment to providing high-quality service. The role requires independent problem-solving and the ability to manage special projects of a highly confidential nature. The Senior Executive Assistant will ensure that the Chair/AdVC is well-prepared for meetings and events, interacting with a diverse range of individuals and groups, including campus executive administration, donors, and governmental contacts. Overall, this position is integral to the smooth operation of the Pediatrics Department and requires a proactive and strategic approach to administrative support.

Responsibilities

• Manage the Chair/AdVC's calendar and commitments, evaluating and prioritizing shifting demands.
• Organize, research, track, interpret, analyze, and present information for timely responses and decision-making.
• Plan and coordinate meetings, conferences, and events, including domestic and international travel arrangements.
• Handle a high volume of communication with high-profile leadership and ensure effective information dissemination.
• Support the purchasing of supplies and equipment, and analyze problems to recommend solutions.
• Gather and analyze financial information and participate in long-range planning for departmental needs.
• Assist with faculty and staff recruitment and maintain confidential personnel files.
• Act as a liaison between the Pediatrics Department and various internal and external entities.
• Manage special projects of a highly confidential and sensitive nature as requested.

Requirements

• Nine (9) years of related experience, education/training, or a Bachelor's degree in a related area plus five (5) years of related experience/training.
• Advanced knowledge of organizational processes, protocols, and procedures.
• Demonstrated experience in managing significant schedules of national and international travel for high-level management.
• Proven experience serving in a liaison capacity to high-level executives.
• Intermediate to advanced knowledge of common organization-specific computer applications.
• Strong analytical and problem-solving skills, with the ability to synthesize information and provide succinct summaries.
• Demonstrated record of strong executive-level administrative skills, including handling complicated executive calendars and scheduling travel.
• Ability to make independent decisions and anticipate the needs of high-level executives.
• Experience in assessing and evaluating issues, conducting research, and making recommendations regarding complex issues.
• Strong interpersonal skills, including tact, diplomacy, and adaptability in politically sensitive situations.
• Advanced service orientation and ability to function independently at the highest executive assistant level.
• Strong communication skills to effectively interact with diverse populations, both verbally and in writing.
• Ability to maintain strict confidentiality and exercise good judgment when handling sensitive information.
• Project management skills, including the ability to work independently and complete projects accurately and efficiently.

Nice-to-haves

• Knowledge of UCSD Policies and Procedures, particularly those involving travel and expenditures.
• Knowledge of medical and/or scientific terminology.
• Experience working with clinical trials and stem cell-related research.
• Familiarity with UCSD systems such as Oracle Financial Cloud, Kuali Research, and Concur.
• Experience with California Institute of Regenerative Medicine (CIRM).
• Knowledge of federal regulations such as FERPA.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Vision insurance coverage
• 401(k) retirement savings plan
• Flexible scheduling options
• Paid holidays and vacation time
• Professional development opportunities
• Tuition reimbursement for further education
• Employee discount programs
• Life insurance coverage
• Disability insurance coverage