Administrative Assistant, OB/GYN & Repro. Sciences - 140959

The UCSD Department of Obstetrics, Gynecology and Reproductive Sciences is composed of Clinical and Research Faculty, Clinical Fellows, Residents, Project Scientists, and Postdoctoral Scholars. The department is composed of 8 divisions: Obstetrics and Gynecology, Maternal-Fetal Medicine, Gynecologic Oncology, Reproductive Endocrinology and Infertility, Hospitalist, Complex Family Planning, Urogynecologic and Reconstructive Surgery, and Minimally Invasive Gynecologic Surgery.

Independently function as an Administrative Assistant for the Department of Obstetrics, Gynecology, and Reproductive Sciences. Responsible for administrative aspects for clinical and research faculty. Prepare reports and provide clerical/administrative needs for the Department. Responsible for organizing and coordinating administrative needs in consultation with other divisional support staff. Interface with other Medical School departments, UC clinics, campus offices, the Business Office, and other units. Other duties include but are not limited to: Liaison between clinics and UCSD offices. Assist faculty within the OB/GYN, Maternal-Fetal Medicine, Uro-Gynecology, Reproductive Endocrinology, and Hospitalist Divisions. Coordinate departmental call schedules, maintain faculty Outlook calendars proactively, prepare forms and correspondence pertaining to academic files, assist with preparation of papers/abstracts, and assist in grant preparation. Work with division physicians and Medical Staff Administration in preparation of credentialing files for new and reappointments. Respond to request for Certificates of Insurance. Assist with supply ordering, purchase orders, and travel. Assist the Fellowship Coordinator with respective division Fellowship needs including recruitment and daily Fellow schedules and tasks. Assist the Business Office Finance Office, Department Business Officer, and HR Liaison, with special projects.

• Strong computer skills with working knowledge of PC hardware and various business software packages (Excel spreadsheet, Word, Outlook).

• Strong ability to organize responsibilities and handle a high volume workload with accuracy and efficiency.

• Ability to set priorities, implement courses of action, and meet deadlines; & the ability to establish and adhere to rapidly changing deadlines and priorities.

• Demonstrated customer service standards.

• Strong, demonstrated effective and efficient oral and written communication skills to communicate with all levels of Academic, administrative and staff personnel, as well as the School of Medicine, outside agencies, patients, students, faculty, community physicians, Medical Center and University personnel.

• Ability to cope with pressure and accommodate interruptions.

• Demonstrated ability to cooperate and work well with Faculty, staff, and administration.

• Ability to maintain strict confidentiality and to handle sensitive matters discreetly.

• Skill at quickly and accurately performing basic mathematical procedures, and the ability to prepare accurate financial reports in appropriate formats.

• Demonstrated ability to work independently, exercise good judgment, identify problems, interpret policy and recommend solutions.

• Demonstrated ability to compose and proofread correspondence, reports and forms.

• Skilled at researching, compiling and organizing data and information.

• Experienced in coordinating, directing and delegating work flow of others.

• Available to work occasional weekends or overtime when necessary.

• Demonstrated experience in preparing IRB protocols and submissions.

• Knowledge of UCSD Medical Center and University policies and procedures

• Familiarity with UCSD forms and related procedures and knowledge of School of Medicine patient information systems.

• Experience with credentialing and forms related to UCSD Medical Staff Office.

• Employment is subject to a criminal background check.