Ophthalmology Education Programs Assistant - 142059

The Department of Ophthalmology comprises 45 faculty physicians and scientists, 12 resident physicians, 13 postdoctoral physicians and scientists (including clinical and research), and over 200 staff members across seven divisions: Glaucoma, Retina, Cornea & Refractive Surgery, Pediatrics, Oculoplastic, Uveitis, and Neuro-Ophthalmology. Clinical services are provided at the Shiley Eye Institute, Ratner Eye Center, Perlman Medical Office, Hillcrest Eye Center, and the Veterans Administration (VA) Hospital. The Department of Ophthalmology has the largest single outpatient clinic at the University of California, San Diego, with over 130,000 visits annually. Additionally, over 12,000 surgical cases are performed. Research is conducted at the Viterbi Family Vision Research Center, the Hamilton Glaucoma and the Jacobs Retina Center.

The Department of Ophthalmology is rapidly growing and looking to expand its practice at the Shiley Eye Institute and in regional satellites, including possible acquisitions of existing practices.

Reporting to the department Operations Manager the Education Programs Assistant supports the administrative operations of the Department of Ophthalmology's education programs, working closely with the Vice Chair of Education, Fellowship Directors, the Residency Coordinator and the Department Business Office. The position is primarily responsible for coordinating the department's fellowship programs and medical student rotations, and also supports the Residency Program. The role requires strong organizational skills, close attention to detail, discretion, clear communication and the ability to manage competing priorities in a fast-paced academic medical environment.

Fellowship Programs Serves as the central point of contact for fellows and fellowship applicants across the department's seven fellowship programs: Cornea and Refractive Surgery, Glaucoma, Ophthalmic Plastic & Reconstructive Surgery, Pediatric Ophthalmology, Retina and Vitreous

Provides timely communication and a seamless experience from application and interview through graduation. Coordinates recruitment, onboarding, scheduling, educational activities, evaluations, program requirements and completion of training, including the additional coordination required for international fellows.

Medical Student Rotations Provides administrative and educational support for medical students completing clinical rotations in Ophthalmology. Manages the day-to-day logistics of each rotation, including scheduling, communication, clinical assignments, educational activities and evaluations. Partners with faculty and education leadership so that students receive meaningful clinical and academic experiences aligned with departmental and institutional objectives.

Residency Program Support Assists the Residency Coordinator with recruitment, interview logistics, educational events and other program activities as needed, including providing coverage during peak periods.

Additional Responsibilities Organize conferences, seminars and educational eventsCoordinate travel, stipend payments, reimbursements, purchase orders and payment authorizationsArrange visits for visiting students and guests, and prepare related correspondenceWork with the assigned Fund Manager to track grant expenditures and maintain supporting documentation Schedule and support in-person and virtual meetings, including national and international meetings; reserve rooms and technology and create promotional materials

Partner with the Department Business Office on education programs and projectsProcess forms and documents for monthly and fiscal year-end reporting

The Education Programs Assistant is expected to exercise tact, diplomacy, discretion and a high degree of independent judgment.

Other duties as assigned.

• Demonstrated experience working within a trainee program and the ability to support a diverse group of people while handling multiple tasks within a high paced academic environment

• Demonstrated experience and proven ability to provide a high level of support with minimal supervision under the challenge and stress of frequent interruptions and frequently changing priorities and deadlines. Ability to handle multiple tasks simultaneously requiring detail and accuracy.

• Excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, e-mail and in person, demonstrating tact and diplomacy at all levels within and outside the University to promote positive relationships.

• Basic knowledge of relevant policies and regulatory requirements. Basic knowledge of the health professions education industry.

• Superior grammar/language skills, both verbal and written. Demonstrated knowledge of correct grammar, punctuation and spelling, with ability to compose correspondence, edit technical papers for formatting and grammar, and proofread all work.

• Demonstrated skill in the use of PC and MAC systems to complete tasks, including word processing, spreadsheet, equations, graphics, publication, and web development software. Ability to use the world wide web online search tools for information retrieval. Must have the willingness and ability to increase and update computer hardware/software skills as needed.

• Ability to coordinate administrative activities by determining the time, place, and sequence of actions to be taken and using tact and diplomacy to reach desired objectives. Ability to demonstrate a quality service orientation as a work philosophy.

• Ability to resolve conflicts while maintaining a professional relationship.

• Demonstrated experience and proven ability to function at a high administrative level in providing executive level support while representing the organization's best interests at all times.

*Demonstrated ability to independently schedule, arrange and coordinate seminars, meetings and special events with national and international participants and to create/maintain effective marketing material such as posters, flyers and newsletters.

• Ability to make foreign and domestic travel arrangements with the skill to research the most economic rates and prepare all travel-related forms for submission and reimbursement.

• Basic mathematical skills. Knowledge of bookkeeping and basic accounting, budget, and expense monitoring. Ability to read financial information and spreadsheets.

• Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.

• Proven ability to work independently to find appropriate solutions to complex problems, operational and administrative, and use of initiative in implementing solutions or making recommendations. Strong ability to anticipate problems and take necessary actions to mitigate potential negative effects.

• Strong demonstrated ability to communicate effectively one-on-one or in group settings, considering differences in social, cultural, professional, and educational backgrounds.

• Basic knowledge of administrative analysis and operations research. Acquiring skills developing and implementing processes and systems. Familiarity with the administrative and operational implications in a program.

• Communication skills; includes verbal, written and active listening.

• Knowledge of UC San Diego policies and procedures, facilities, and resources with the ability to properly complete and submit required university forms. General working knowledge of grant proposal format and requirements for submission of federal, state and private agencies.

• Knowledge of a broad range of campus offices, services and programs serving facilities, faculty, staff, students and visitors.

• Experience providing administrative support within an academic department with a familiarity and reasonable understanding of related scientific terms and concepts.

• Must have access to reliable transportation.
• Must be able to work various hours and locations based on business needs. - Employment is subject to a criminal background check.
• Employment is subject to pre-employment physical for those who work in clinical settings and/or with patients.
• Performs other duties as assigned.
• Complies with all policies and standards.
• Complies with the University of California, San Diego Health (UCSDH) Principles of Community.
• This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.