Executive Assistant 3 - 137550

UCSD Department of Dermatology was founded in January 2015 bringing together a team of 70 faculty members specializing in Adult and Pediatric & Adolescent Dermatology, making us one of the largest Dermatology program in the nation. Our faculty are experts in their fields and are involved in a wide range of clinical, education and research endeavors.

The Executive Assistant to the Department Chair and Administrative Vice Chair provides comprehensive, high-level administrative and executive support in a dynamic academic and clinical environment. This position requires exceptional professionalism, judgment, tact, and discretion in managing a broad range of complex and sensitive issues. Serving as a key resource and liaison for departmental leadership, the Executive Assistant ensures efficient operations of the Chair's Office and supports strategic and administrative priorities across the Department of Dermatology. Key responsibilities include managing complex calendars; scheduling and coordinating meetings; preparing agendas, presentations, and executive summaries; arranging national and international travel; and maintaining confidential correspondence and records. The incumbent supports department committees, educational meetings, dept. events, retreats, and professional organization activities involving the Chair. The role also encompasses program administration, facilities coordination, and organizational analysis to improve departmental workflows and communication.

The Executive Assistant serves as a high-level liaison between the Chair, Administrative Vice Chair, faculty, staff, and institutional leadership, ensuring effective communication and the smooth execution of departmental initiatives. In addition, serves as a liaison with the Academic Resource Center to support faculty recruitment, appointment, review, and promotion processes, ensuring accuracy, compliance, and timely coordination of required documentationsThe Executive Assistant also serves as a resource and provides coverage to other administrative staff members, fostering collaboration, consistency, and continuity in departmental operations.

• Seven years of related experience, education/training, OR a Bachelor's degree in related area plus three years of related experience/training

• Familiarity with the organization's processes, protocols and procedures. Demonstrated experience working with Department-wide projects, and committees that expand throughout the UC organization.

• Solid analytical / problem-solving skills. Ability to multi-task with demanding timeframes. Demonstrated advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines

• Ability to use high-level discretion and maintain a high level of confidentiality. Demonstrated experience working with a diverse and demanding community with high expectations for quality service. Demonstrated experience providing executive level administrative support to help meet frequent, critical deadlines on highly confidential and sensitive matters.

• Demonstrate experience providing executive level administrative support; knowledge and experience in arranging meeting and events; experience maintaining multiple balanced schedules, arranging travel and coordinating meetings with diversified faculty and staff.

• Knowledge of UC San Diego Policies and Procedures, particularly those involving travel, expenditures and expenditure reimbursements.

• Knowledge of federal regulations such as FERPA.

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

• 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 service orientation.

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

• Advising and counseling skills.

• Ability to multi-task with demanding timeframes.

• Solid skills in problem identification.

• Job offer is contingent on a clear Background Check.

• Incumbent may be expected to work additional hours, after hours and weekends, as needed.