Executive Assistant Residency Program

Job Description

The Executive Assistant is primarily responsible for managing the activities of the Program Director and Associate Program Director for the ACGME Plastic Surgery Residency Program s role involves coordinating educational activities among attending physicians, residents, medical students, and institutional and regulatory administrative offices.

• Utilizing the Med Hub data system to set up and distribute evaluations.
• Preparing monthly and annual program reports.
• Reporting program information to national agencies, such as the ACGME.
• Scheduling meetings with residents, the Program Director, and faculty as required.
• Event planning for educational activities.
• Ensuring compliance with regulatory agencies.
• Coordinating the resident and fellow recruitment process.

The incumbent will provide high-level executive administrative support to the Program Director, Associate Program Director, and other faculty members within the Division of Plastic and Reconstructive Surgery. This role requires a high degree of independence, autonomy, and initiative.

• Managing administrative, research, and clinical tasks associated with the Faculty’s roles.
• Facilitating communication for leadership activities across UCSF, including oral and written correspondence with:
• Division and Department faculty.
• UCSF leadership, including the Dean and UCSF Medical Center administration.
• External entities such as national journal editorial boards, publishers, professional associations, research institutes, private corporations, private foundations, governmental agencies, and other universities.
• Patients.
• Using institutional policies to effectively resolve issues and implement Division policies.

• Bachelor's degree in a related area and/or equivalent experience/training.
• Minimum of one year of experience in administrative analysis or operations research.
• Excellent organizational skills, analytical ability, and demonstrated attention to detail.
• Ability to work with faculty calendars/schedules requiring extremely well-organized and detail-oriented precision.
• Ability to work on multiple projects simultaneously and effectively prioritize tasks with competing deadlines.
• Ability to meet deadlines in a timely and accurate manner with excellent attention to detail.
• Excellent proficiency in MS Office applications (Word, Excel, and Outlook); demonstrated skill in word processing to prepare correspondence and other documents with speed and accuracy; ability to learn additional programs as needed.
• Ability to handle sensitive materials and information with confidentiality and discretion.
• Strong communication skills, including verbal, written, and active listening; service-oriented and responsive to questions and requests; ability to interact in a professional, resourceful, and courteous manner.
• Demonstrated interpersonal skills; ability to develop working relationships within the department and with residents and fellows.
• Investigative, data analysis, and reporting skills; ability to generate, check, correct, and submit accurate computer reports; experience entering, maintaining, extracting, and analyzing data in electronic systems.

• Basic knowledge of relevant UCSF educational programs, GME residency policies and procedures, ACGME regulatory standards and requirements.
• Basic knowledge of health professions education industry.

The University of California is an Equal Opportunity Employer. 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 status under state or federal law.

The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification  positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

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