The Dean's Executive Assistant will provide high-level administrative management and coordination in a fast-paced environment for the Dean, Medical Education and provide the Administrative Unit of the Vice Chancellor’s Office. The Medical Education Dean's office has programmatic oversight of all units in the Division - a Division of the SOM that oversees the continuum of Medical Education from outreach and admissions through the years of training for the M.D. and the post-MD programs. The Executive Assistant is crucial to the successful operations of the Division and serves as the key resource person for the Dean and as project manager: preparing summary points and correspondence, analysis when necessary, research and investigation, using a variety of communication methods.
Will serve as liaison with divisional deans, senior management, staff, students, faculty, and national organizations related to medical education.
Executive-level administration, problem solving is required, as well as scheduling/calendaring, and maintaining central administrative file systems. Nearly all administrative matters require the highest degree of confidentiality. Under the direction of the Assistant to the Associate VC of Business and Fiscal Affairs, the Executive Assistant will manage the schedule and calendaring for Admin Unit meetings, accurately record minutes, seek approval and forward to meeting participants. Will also manage projects with case management software, track the progress of projects and monitor deadlines, conduct follow up on pending items, and provide updates. Participate as a team member is Admin unit meetings. Ability to accept and perform additional duties as needed to meet the mission of the Division.
- Demonstrated knowledge and experience in academic and business administration.
- Knowledge of the university environment, preferably through obtaining a relevant college degree, or through years of experiences working in a university setting.
- Strong, proven administrative skills with a high-level of proficiency and competency, including managing complex calendars, coordinating meetings and events, making travel arrangements, and processing reimbursements.
- Experience with researching, compiling, organizing, interpreting and selecting data and materials from various sources. Ability to initiate and track complex issues and projects to completion.
- Advanced skills and demonstrated experience using web-based technology, spreadsheets, electronic calendaring and word processing software. Experience with database design and maintenance.
- Ability to comply with Health Insurance Portability and Accountability Act (HIPPA) regulations.
- Excellent interpersonal skills, including tact, diplomacy and flexibility. Ability to interact with individuals and groups within and outside of the University. Ability to foster positive relationships with co-workers and work effectively as a team member.
- Excellent communication skills, both oral and written. Very strong writing skills. Ability to communicate ideas and issues clearly, concisely and accurately. Ability to deal effectively with high-level administrators, department chairs, faculty members and students.
University of California - San Diego - 18 months ago
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