#101094 Emergency Medicine Admin. Assistant

UCSD Layoff from Career Appointment: Apply by 8/15/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 8/27/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.


Established in 1978 at the UC San Diego Medical Center, the Department of Emergency Medicine (DEM) combines the benefits of an internationally renowned university with a large academic hospital. The UC San Diego Medical Center and the DEM is leading an effort, funded by the Federal Office of the National Coordinator, to foster data exchange, interoperability, and clinical integration to improve healthcare efficiency and patient outcomes among San Diego County community healthcare providers.

The San Diego Beacon Collaborative will focus on expanding pre-hospital emergency field care and electronic information transmission to improve outcomes for cardiovascular and cerebrovascular disease, empowering patients to engage in their own health management through web portal and cellular telephone technology, improving continuity of care for all.

Under general supervision, this position provides administrative support and coordination to the Emergency Medicine educational activities. Provides administrative support to the attending physicians with their research, academic, and administrative responsibilities. Provides high level administrative support for the Directors of the Emergency Medicine Department, requiring in-depth knowledge of Department operations and policies, creates monthly administrator on-call schedule and coordinates new faculty orientation and proctoring shifts.

The incumbent provides fiscal support including preparing purchase orders, monitors and reconciles department ledgers on a monthly basis, compiling reports and prepares a variety of disbursements forms such as check requests, travel forms, entertainment expenses, etc. Incumbent will assist in the preparation and editing of grant applications, manuscripts and publication preparation and submissions.

  • Experience and proven ability in providing executive-level administrative, secretarial, fiscal, and project support, including managing complex calendars; coordinating meetings, conferences and workshops; and making travel arrangements and reimbursements.

  • Extensive administrative skills with high level of proficiency and competency, composing, editing, and finalizing complex correspondence, business letters, summaries, and reports; typing with reasonable speed and accuracy. Skill in proofreading work for grammar, spelling, punctuation and typographical errors.

  • Excellent verbal, written, and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population.

  • Proficiency in using computer systems, email, internet web browsers and software programs (MS Word, Excel, PowerPoint, Access, and other relational database software) in addition to document/photo scanning/editing. Entering data with speed and accuracy; editing and proofreading final products.

  • Proven ability to collect and review data, interpret policies, anticipate potential problems, determine methods for resolution, make recommendations and implement the necessary action for creative solutions to issues/problems.

  • Knowledge of university policies and procedures relating to accounting, purchasing, travel, entertainment, disbursements, and event planning. Experience with University on-line systems (e.g. Link Family).
  • Knowledge of step by step procedures for scientific journal reviews, both in submitting scholarly work for publication and in reviewing submitted articles for acceptance into peer reviewed journals.
  • Demonstrated working knowledge of scientific/research terminology.
  • Demonstrated knowledge of library referencing procedures, scientific literature databases, and Reference Manager and/or Refworks.
  • Proven ability to work independently with a variety of University information systems including ISIS, FinancialLink, TravelLink, MyEvents, and Marketplace.
  • Employment is subject to a criminal background check.
  • Occasional overtime may be required.

Similar jobs

Similar jobs