Executive Assistant III, Anesthesiology - 141006

Executive Assistant III, Anesthesiology

The Department of Anesthesiology employs over 200 academic and staff personnel and has an annual operating budget of $90 million in annualized resources between Practice Plan Revenues, VAMC funding, Hospital and Medical Group Funding, UC Foundation, Research Sources and School of Medicine Funds. There are over 120 clinical faculty, 15 Ph.D, faculty and post docs, 48 residents, 10 clinical fellows, 60 Certified Nurse Anesthetists, and four bargaining units represented. The Department provides Clinical Anesthesia, Critical Care and Pain Services at Hillcrest, Thornton, Shiley, Children's and the VAMC. The Department operates a Pain Clinic as well. The Department's research programs include bench and clinical research programs located at the VAMC, MTF, CTF, Hillcrest, Thornton and Sanford Consortium for Regenerative Medicine.

The Executive Assistant for the Chair of the Department will provide administrative support on a wide range of issues which are highly confidential and extremely sensitive, independently evaluating and managing shifting priorities on complex calendars. Ensures the efficient and effective functioning of the day-to-day activities of the Department Chair, while maintaining the Department's electronic and paper filing systems as well as assisting with long and short term administrative needs as assigned. The incumbent must manage a high volume of communication and information with high-profiled leadership, must be able to organize, research, track, interpret, analyze and present information in concise and appropriate formats for the Chair to assist in timely responses, appointment scheduling, meeting, conference and event planning, domestic and international travel arrangements, and travel reimbursement and reconciliation. Support the purchasing of supplies, equipment, and non-standard items. Analyze problems and recommend options. Participate in long range planning for the needs of the Department. Thorough knowledge of the Anesthesia clinical and academic activities, independently respond to a variety of information requests and disseminate information through interpersonal, telephone and electronic communications. Route calls, information/data requests, and issues to the appropriate personnel. While performing duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment.

In addition to calendaring, responsibilities include overseeing the scheduling of faculty recruitment, writing the Department newsletter, and managing Departmental events as needed.

The incumbent ensures that the Chair is briefed for meetings and events with a wide range of individuals and groups. Incumbent will interact with all levels of the organization, including campus executive administration support staff, donors and prospects, and international, governmental and community contacts and organizations. Responsible for independent problem-solving and high quality service, and also group process approach to accomplishing work.

The Executive Assistant functions with a high degree of autonomy and sets the bar for support and organizational strategy. Performs other duties as assigned.

Minimum Qualifications

• Seven years of relevant experience or a Bachelor's degree plus three years of related experience.
• Familiarity with the organization's processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Thorough knowledge of common organization-specific and other computer application programs.
• Solid analytical / problem-solving skills.
• 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.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.

Special Conditions

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