Executive Administrative Coordinator- Hybrid - 134672

The Department of Orthopaedic Surgery at UC San Diego School of Medicine is a diverse patient, research, education, and academia focused, high-performing Department with a commitment to quality, collaboration, innovation, and continuous improvement. Orthopaedic Surgery provides treatment for disorders of the musculoskeletal system, offering comprehensive and innovative services. The Department offers a full spectrum of musculoskeletal clinical care, specializing in foot and ankle, hand and microvascular surgery, joint reconstruction, physical medicine and rehabilitation, spine, sports medicine, orthopaedic oncology, and trauma. Research expertise includes advancements in muscle metabolism and physiology, neuromuscular bioengineering, intervertebral disc, and musculoskeletal physiology and epidemiology. The Department supports an ACGME accredited residency program and fellowship in hand and microvascular surgery, as well as fellowship programs in joint reconstruction, spine, and trauma.

Executive Administrative Coordinator manages administrative operations, coordinates academic and personnel activities and calendars, and maintains accurate records, overseeing daily administrative tasks to ensure compliance with organizational policies and procedures, while providing support to assigned faculty and staff members. Position undertakes project management responsibilities, including planning, coordinating, and executing projects from initiation to completion, attending and organizing events and meetings, preparing agendas, taking minutes, and ensuring follow-up actions are implemented. Coordinator manages academic files, maintaining confidentiality and handling sensitive information with discretion, prepares and edits documents, manages data and reports, and develops and implements administrative processes and procedures to enhance efficiency and productivity.

Incumbent collaborates with other departments to achieve organizational goals, analyzes administrative problems and recommends solutions, and implements changes to improve administrative processes. Provides exceptional customer service, responds to inquiries in a timely and professional manner, and handles timely correspondence on behalf of the executive, including drafting and dispatching letters, emails, and other communications. Incumbent possesses excellent communication and organizational skills, working independently and as part of a team, and is proficient in a range of software applications, including word processing, spreadsheet, and database managementtools. Provides strategic planning support to inform decision-making and driving business outcomes. Supports recruitment and hiring processes, coordinating interviews, and new employee onboarding, while also obtaining and managing timely approvals for the executive, ensuring efficient workflow and minimizing delays.

Processes reimbursements, coordinates travel arrangements, and monitors account balances for academic enrichment funds, ensuring accuracy and compliance with financial regulations and policies. Prepares financial summaries and reports, analyzing expenditure trends, identifying areas for cost savings, and recommending process improvements to optimize resource allocation, and provides ad-hoc support and analysis as needed to drive business results.

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.

• Six (6) years of related experience, education/training, OR a Bachelor's degree in related area plus two years of related experience/training.

• Ability to use sound judgment in responding to issues and concerns.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

• Solid organizational skills and ability to multi-task with demanding timeframes.

• Working knowledge of common organization-specific and other computer application programs.

• Extensive knowledge of meeting and event management; coordinate, and implement short and long range business plans including budget and fiscal management.

• Experience writing, proofreading, editing background pieces, brochures, annual reports, etc. to ensure accuracy and correct grammatical content of documents.

• Skill in analyzing information, situations, practices or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternative and their implications.

• Ability to manage fast paced environment and prioritize tasks. Excellent customer service and interpersonal skills.

• Ability to routinely and independently exercise sound judgment in making decisions.

• Handle various matters and maintain confidentiality; disseminate information effectively.

• Ability to produce financial reports.

• Ability to manage events, committees, and/or meetings, including setup and engagement.

• Knowledge about merit, promotions, and academic advancement for the purpose of supporting personnel.

• Employment is subject to a criminal background check.

• Travel to various work locations at UC San Diego, VA Medical Center, Rady Children's Hospital, and other local sites as needed.

• May be required to travel in support of a conference or event outside of San Diego.

• Required to work intermittent overtime, including evenings and weekends.

• Required to work in support of educational interviews, as assigned.