UCSD Layoff from Career Appointment: Apply by 11/15/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/27/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.

The Viterbi Family Department of Ophthalmology provides the highest quality of Ophthalmologic care, research, and education in each subspecialty domain of Ophthalmology. These subspecialties include Glaucoma, Retina, Cornea, Oculoplastics, Pediatrics, Neuro-Ophthalmology, Oncology, Uveitus, and Comprehensive Ophthalmology. The Department consists of over 40 faculty including 25 clinicians and 200+ support staff. Patients are seen at three ambulatory locations plus one ambulatory surgery outpatient center and two hospitals. The Department and the Shiley Eye Institute are undergoing rapid expansion with the recruitment of new faculty and staff in preparation for the opening of the transformative Viterbi Family Center for Vision Research and the expanded Shiley Eye Institute.

Under the direction of the Department Chair and Department Business Officer, the incumbent will provide executive-level administrative support to the Department Chair, Department Business Officer and Business Office for Department of Ophthalmology on a wide range of issues which are highly confidential and extremely sensitive. Responsible for high-level executive administrative support to the Department Chair, including management of complex calendars for meetings/conferences, travel arrangements, status reports and ad-hoc statistical reports as requested and needed.

Performs program administration, organizational analysis, special assignments and facilities management. Attend Department meetings to include compiling data and compose concise executive summaries. Act as a high-level liaison to the Department Chair and Business Office for Department of Ophthalmology. Duties include administrative support in the areas of communications and document management in a team environment. Ensure the efficient and effective functioning of the day-to-day activities of the Department Chair's office, while maintaining the Department electronic and paper filing systems as well as assisting with long and short term administrative needs as assigned. Assist with academic and research correspondence, as required.

Coordinates academic personnel matters. Resolves problems have a significant impact on the overall goals of the Department. Position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact, and independent judgment. Function as initial contact between the Viterbi Family Department of Ophthalmology and Department Chair visitors, callers and staff. Provide general office and administrative support using the electronic filing system, campus BLINK applications, and standard software applications, including Word, Excel, PowerPoint, Outlook, Adobe Acrobat, online calendaring, and Internet web browsers. Additional computer skills preferred such as EPIC.

Work with departmental and outside departmental faculty to prepare grant submissions to federal, NGO and outside funding agencies. Interact with contracts and grants within the department and campus to establish and validate budgets. Also, work with departmental faculty and staff to prepare and edit the annual report. Demonstrate the ability to maintain confidential documents within the Department electronic and paper files, and the ability to extract and produce documents upon request. Prepare and process correspondence and reports as required. Assist with scheduling and organizing meetings in a fast-paced environment. Work with a diverse and demanding community with high expectations for quality service. Provide 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 meetings and events; experience maintaining multiple balanced schedules, arranging travel and coordinating meetings with diversified faculty and staff. Demonstrate excellent written and oral communication skills with exceptional interpersonal skills to communicate and interact in a courteous and effective manner, using tact and diplomacy while exercising good judgment with diverse individuals at all levels in person, in writing, or by telephone. Demonstrate high-level organizational skills, ability to multitask, constant and consistent attention to details and ability to prioritize.

• A Bachelor's Degree in related area; and/or equivalent experience/training.

• Minimum of three (3+) or more years of experience working as a higher level admin for an academic or research department.

• Demonstrated experience working in clinical settings. Proven experience with complex calendaring, travel, and event planning.

• Excellent computer skills, including at least intermediate-level ability with Microsoft Office programs. Proven ability to create complex spreadsheets and Word documents.

• Demonstrated strong analytical/problem-solving skills.

• Thorough knowledge of federal regulations such as FERPA.

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

• Superior proofreading and editing skills to ensure accuracy and correct grammatical content of documents. Strong composition, editing, and proofreading skills to review copy for appropriate style, consistency, format, completeness, errors, etc.

• Ability to multi-task with demanding timeframes. Advanced organizational and project management skills.

• Ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.

• Experience editing manuscripts.
• Knowledge of UCSD Policy and Procedures.
• Experience using UCSD Financial and Travel Systems.
• Experience using EPIC EMR.
• Experience working in a ophthalmology ambulatory clinic setting.

• Employment is subject to a criminal background check.
• Must be able to work various hours and locations based on business needs.