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Executive Assistant - SOM: Anesthesiology & Pain Medicine

Company: University of California
Location: Davis
Posted on: June 22, 2022

Job Description:

The Department of Anesthesia and Pain Medicine is one of the largest departments in the School of Medicine with an annual budget of $42 million. The Department is currently organized across five locations: UCD Medical Center, Lawrence J. Ellison Ambulatory Care Center (ACC), UC Comprehensive Cancer Center, Otolaryngology (ENT) Glassrock facility, and at the UC Davis Spine Center; providing service to 40 plus operating suites each day and over 28,000 anesthetics annually. Funding includes state, endowment opportunity, indirect cost, return, reserves, summer sessions, service enterprises, educational sales and service, and self-supporting activity. The Department is comprised of 200 plus staff, which include faculty, residents and fellows, nurse anesthetists, and administrative support staff. The missions of the Department include: clinical, education, research, and community outreach (public service).

Job Summary

Final Filing Date


Salary Range

$24.66 - $ 35.34

Salary Frequency


Appointment Type


Number of Positions


Percentage of Time


Shift Hour

08 Hours


Patient Support Services Bldg.



Union Representation


Benefits Eligible


We offer exceptional employment benefits including medical, dental, and vision plans, generous paid vacations and holidays, excellent retirement savings and investment plans, continuing education, and reduced fee and scholarship programs.



The Executive Assistant under the general direction of the Chair and CAO, provides a variety of administrative support for the Chair's Office, such as making copies, screening phone calls, assisting with typing and/or editing of correspondence, reports or other documents, greeting and directing visitors, assisting with conference and/or meeting arrangements, and making travel arrangements. The Executive Assistant maintains calendar(s), arranges necessary travel reservations and itineraries, and assists with expense reimbursements.

In addition, this position provides comprehensive executive analytical, administrative, and academic support to the Chair of the Department of Anesthesiology and Pain Medicine that requires a high level of independence and autonomy. As delegated by the Chair, this position represents the Chair in communications with the School of Medicine, University, Medical Center, faculty, non-UCSF physicians, faculty at other academic medical centers, editorial boards, publishers, professional associations, research institutes, private corporations, and private foundations, governmental agencies, and staff.

Required Qualifications

* Excellent organizational skills with special attention to detail. Must have demonstrated ability to multi-task and thoughtfully prioritize projects.

* Experience managing complex calendars and travel arrangements.

* Project management skills and the ability to manage numerous complex activities with overlapping deliverables and deadlines.

* Strong analytical and critical thinking skills, with the ability to independently problem-solve and make decisions but also know when to consult supervisory personnel when necessary.

* Advanced working knowledge of Microsoft Office including Excel, Access, Word and PowerPoint. Extensive experience using Excel, reporting tools and/or equivalent applications to develop complex spreadsheets and ad hoc reports including the use of pivot tables, power pivot and other advance functions.

* Sensitivity to cultural diversity and ability to communicate and interact effectively with people of all ages and diverse background.

* Experience managing multiple assignments and to work with multiple executives.

* Skills to assimilate complex data sets to develop data findings, conclusions and recommendations.

* Demonstrated ability to work independently and in a team environment.

* Experience meeting both short and long-term deadlines with a minimum of supervision and with initiative and imagination.

* Experience gathering, compiling, and analyzing research data, and to present data in tabular, graphic, and pictorial form.

* Experience preparing clear and comprehensive reports.

* Experience preparing questionnaires and other survey instruments.

* Requires knowledge of the research policies and procedures and knowledge of or willingness to learn administrative requirements of sponsors.

* Ability to be professional to effectively work with individuals at all levels; ability to demonstrate a high degree of confidentiality and discretion; high degree of motivation and innovation.

* Ability to be optimistic, positive and supportive in all interactions with others.

* AA/AS degree or equivalent experience; and at least four to six years of experience providing exceptional support to Executives and/or Board members.

Preferred Qualifications

* BA/BS Degree in Business Administration or a related field plus two years' experience providing administrative support is preferred; and/or an equivalent combination of education and experience (totaling 6 years).

* Experience working with academic personnel policies and procedures.

* Power point experience and editing is highly desired with ability to create board level presentations.

* Project management skills a plus.

* Prior experience in a health care setting

Special Requirements

* This position may be subject to a criminal background investigation, drug screen, Live Scan fingerprinting, medical evaluation clearance, and functional capacity assessment.

* The University of California has implemented a SARS-CoV-2 (COVID-19) Vaccination Program SARS-CoV-2 Vaccination Policy (ucop.edu) covering all employees. To be compliant with the policy, employees must submit proof of vaccination or a University-approved exception or deferral.


The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.

Keywords: University of California, Davis , Executive Assistant - SOM: Anesthesiology & Pain Medicine, Healthcare , Davis, California

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