Administrative Officer - 138677

The Department of Surgery is one of the largest departments in the School of Medicine and is comprised of 102 full time faculty members, 220 voluntary faculty members, 20 physicians employed on MSP agreements, 25 doctors employed by the VA or other facilities, 77 accredited and 13 non-accredited trainees and 100 career staff. Activities are organized in 13 sub-specialty divisions. Annual expenditures across the Department total over $66.5M with a global research portfolio of over $19M. The missions of research, education and patient care are intertwined, and are integral to the goals of the department. As a leader in research and patient care, the UC San Diego Department of Surgery is committed to providing the latest in expert and compassionate treatment, performing leading-edge research, and training the next generation of top plastic surgeons. UC San Diego Health is currently ranked among America's best hospitals by U.S. News & World Report.

Under the general supervision of the administrative lead in Plastic Surgery, the incumbent provides a full spectrum of administrative support to the division faculty, to include but not limited to: complex travel preauthorization, coordination and reimbursements, process basic financial transactions, event and seminar coordination, reports preparation, database maintenance, and maintenance of the office filing system (shared drive). Responsible for managing complex calendars, meeting activities, and educational conferences and courses. Coordinate preparation of academic review and merit files. Respond to a variety of information requests and disseminate information through interpersonal, telephone and electronic communications. Incumbent will interact with diverse individuals within and outside the UCSD setting. Incumbent will be expected to meet frequent and changing deadlines, and perform duties as assigned.

• Four years of related experience, education/training, OR a Bachelor's degree in related area.

• Administrative experience in order to perform the essential functions of the position to include office administration and management, complex scheduling, international and domestic travel arrangements, and long-range planning.

• Demonstrated experience supporting leadership with complex calendar management, multi-stakeholder coordination, and domestic and international travel arrangements.

• Solid organizational skills and ability to multi-task with demanding timeframes.

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

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

• Ability to use sound judgment in responding to issues and concerns.

• Ability to use discretion and maintain confidentiality.

• Three or more years of relevant experience.

• Two or more years of demonstrated experience supporting high level executive.

• Knowledge and understanding of University and departmental policies and procedures (e.g., prepare travel, reimbursement and entertainment forms with the knowledge of UCSD policies and procedures as they relate to travel and campus services) and working knowledge of University-wide and UCSD organizations and structures.

• Employment is subject to a criminal background check and pre-employment physical.

• Must be available to work flexible hours, including weekends and evenings when required (overtime).