The UCSD Department of Radiology is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, leading-edge research, and state-of-the-art services for clinical and translational studies. The department is committed to offering a dynamic learning environment and growth opportunities to its talented and dedicated employees.
Under general supervision of the Administrative Supervisor, incumbent will provide general administrative support to the Education Services unit, as well as to Department Faculty and the Department Business Office. Incumbent will provide assistance with calendaring, travel, meeting coordination, reimbursements, and other duties as assigned. Independently and analytically support the following programs: Clinical Fellowships, Visiting Scholars, Medical Students, Continuing Medical Education Courses, High School Internship, and Graduate Program.
Provides administrative support for the Clinical Fellowships recruitment process; Electronic Residency Application Service (ERAS); fellows evaluation process using MedHub system; clinical fellow rotation schedules and managing statistical fellow data for the Accreditation Council for Graduate Medical Education (ACGME). Other responsibilities include providing general office support to the Department of Radiology Administration, as well as general administrative as needed. Other duties as assigned.
The Executive Assistant will be responsible for administrative transactions including independently analyzing problems and resolving business issues, and providing direction and/or information as required. Provide high-level assistance through collection, maintenance, and coordination of academic personnel documentation; maintain updated electronic Curriculum Vitae, Biosketch and other documents required for the submission of the faculty Academic Promotion and/or Merit files. Assist faculty with administrative functions related to research, clinical and academic activities which may include the submission of journals, manuscripts, books and book chapters.
Responsible for the development and coordination of calendars for assigned faculty; responsible for drafting, proofing and disseminating correspondence including letters of recommendation. Transcribes meeting minutes using medical terminology. Set up and coordinate meetings/symposiums including the design and preparation of PowerPoint presentations. Responsible for assembling travel arrangements, processing travel reimbursements, payment authorizations, and generating high and low value purchase orders online. Perform other duties as assigned.
Demonstrated experience providing full range of high level independent executive administrative support combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize office functions.
Proven experience managing multiple complex calendars and travel arrangements, planning meetings both on and off site. Strong coordination skills with prior experience preparing travel arrangements and setting up meetings.
Solid skills in coordinating complex administrative activities by determining the time, place, and sequence of actions to be taken. Good interpersonal skills including tact, diplomacy and flexibility.
Strong experience in communicating effectively in person, on telephone, and written, with diverse population of people at all levels inside and outside of the university system.
Excellent writing skills with knowledge of proper grammar, style, format, and spelling.
Strong experience analyzing and identifying problems, independently resolve discrepancies with ability to recommend solutions, effectively participate in short and long term planning for administrative needs of unit.
Experience participating in, contributing to, and following through on completion of projects. Experience with administrative leadership and organizing and facilitating project meetings.
Experience assessing the most efficient means of retrieving information and skills to develop innovative approaches, techniques, and procedures to provide more efficient and responsive services. Experience using the internet and web browsers.
Strong computer skills including proficiency with MS Word, Access, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, Visio and web-based applications. Excellent typing/word processing skills to prepare correspondence, reports, and spreadsheets.
Ability to research topics and summarize findings. Experience researching and retrieving and downloading journals and manuscripts online. Experience researching, compiling, and organizing information to produce concise reports using relational databases.
Ability working effectively as a team member and fostering positive relationships with co-workers and clients. Experience presenting a positive impression while interacting professionally with a diverse population (e.g. faculty, staff, students, industry representatives, etc.)
Demonstrated ability to work independently, exercise good judgement, identify problems, interpret policy and recommend solutions.
- Proven knowledge of medical terminology.
- Knowledge of University policies and procedures regarding purchasing, travel, and disbursements.
- Experience in the preparation of academic review files in accordance with University policies and procedures.
- Proven familiarity with Med Ed requirements.
- General knowledge of contractual relationships between UCSD and various payors.
- Knowledge of UCSD policies and procedures, including computer knowledge of the EPIC, and IFIS
- Employment is subject to a criminal background check.
- Overtime may be required.
- Must have access to reliable transportation. Must be willing and able to travel.
- Location: Various department locations. Selected candidate will work 3 days in La Jolla and 2 days in Hillcrest.
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