#101702 Executive Assistant/Program Coordinator

UCSD Layoff from Career Appointment: Apply by 09/24/2019 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/03/2019. Eligible Special Selection clients should contact their Disability Counselor for assistance.


UCSD Health Sciences is a $1 billion dollar plus organization encompassing 14 departments (12 clinical, 2 basic sciences), 2 professional schools (School of Medicine and Skaggs School of Pharmacy and Pharmaceutical Sciences), 2 hospitals, and various other programs and units all dedicated towards fulfilling the Health Sciences missions. As a top-ranking, future oriented organization, we offer challenging career opportunities in a fast-paced and innovative environment.

Radiation Oncology currently is a large contributor to the organizational bottom line, being a premier provider of cancer treatment. This Department is distinct from other clinical departments in that all aspects of treatment are technology-based. Technology advancements will continue to create potential business and revenue growth opportunities for both the Department and Medical Center, in both research and the clinical arena. This also presents a significant amount of opportunity in the community, as well.

The Executive Assistant/Program Coordinator will provide high-level executive support to the Director of the Physics Division and the entire Physics Division. Collaborate with the Director of the Learning Center Department of Radiation Medicine to develop, coordinate, and support the Program. Program implementation requires some knowledge of an accredited training program as set forth by Continuing Medical Education (CME).

The Program Specialist will assist the Program Director in these major areas: prepare program agenda, HIPAA forms, organize meetings and program events, oversee arrangements and contracts pertaining to the event including catering, parking, conference room, audio/visual, etc. The incumbent will provide executive-level support to the Director of the Physics Division with the following duties: manage daily and long-range calendars to include: independent decision-making regarding the coordination and scheduling of meetings, special events, travel, etc., prepare and monitor the physics division budget, preparing reference letters, manage faculty recruitment, and coordinate faculty development. Finally, they will liaise between the Director, division contacts, in-house committee members, and other administrative assistants as necessary or requested.

  • Demonstrated ability providing executive level administrative assistance to faculty and staff members.

  • Proven experience managing complex calendars. Experience in negotiating and scheduling travel arrangements and completing travel reimbursements.

  • Demonstrated knowledge and ability to plan, coordinate, implement and manage programs. Develop and teach operational policies and procedures.

  • Strong ability in general accounting principles, budget management and analysis. Responsible for verifying appropriate use of Department fund sources with the Financial Analyst.

  • Ability to research, collect, interpret and present data as well as recommend solutions and methods of implementation.

  • Demonstrated experience with disbursement processes and procedures. Experience reconciling accounts and ledgers.

  • Proficiency with personal computer operation including Word, Excel, Power Point, Google Sheets, and internet browsers

  • Excellent interpersonal communication skills, including writing. Ability to communicate clearly, effectively, tactfully, and patiently in person, on telephone, and written with diverse population.

  • Experience in a customer service environment with emphasis on problem solving. Ability to assess situations and make sound judgments.

  • Ability to work effectively with frequent interruptions and to manage several projects simultaneously with changing priorities and deadlines.

  • Knowledge of medical and scientific terminology.
  • Knowledge of UC Financial policies and procedures to include Travel and Purchasing regulations and procedures.
  • Knowledge of University policies and procedures, forms, agreements, and systems including FinancialLink and TravelLink.
  • Experience in a clinical administrative setting and experience in clinical oncology administration.

Employment is subject to a criminal background check.

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