Executive Assistant - Ophthalmology

This position will be for an individual with two roles: Academic Coordinator and Executive Assistant. As an Academic Coordinator, the individual will provide comprehensive academic and administrative support to faculty, fellows, and residents within the Cornea and Uveitis Division of the Stein Eye Institute at UCLA. Serving as a key resource for the Co-Chiefs of the Division and the Cornea and Uveitis Fellowship Directors, the individual will support the academic mission by coordinating educational, research, and faculty affairs activities while ensuring compliance with departmental and institutional deadlines and requirements. As Academic Coordinator, this individual will manage and monitor Cornea and Uveitis Division programs, maintain academic calendars for faculty, fellows, and residents, and ensure that academic commitments are appropriately coordinated with clinical schedules. Responsibilities include tracking deadlines for courses, manuscripts, grants, academic submissions, and other professional activities; organizing meetings, conferences, workshops, and educational events; and providing administrative support related to faculty academic advancement and promotion processes.

This individual will maintain faculty curriculum vitae, compile and organize materials for academic personnel actions, and work closely with the Department of Ophthalmology Academic Personnel Office to prepare and submit academic dossiers for advancement and promotion of the Cornea and Uveitis Division faculty. Through proactive organization, communication, and coordination, the Academic Coordinator will contribute to the successful execution of the Division's educational, research, and academic objectives while supporting faculty, trainees, and departmental leadership. As Executive Assistant to Dr. Aldave in his role as Co-Chief of the Cornea and Uveitis Division and Vice Chair for Academics for the Department of Ophthalmology, this individual will be responsible for: schedule/calendar management; reviewing, prioritizing and when appropriate, responding to email communications; coordinating travel and reimbursement for travel; document preparation and review; presentation preparation; support of clinical activities, including communication with staff, trainees and other faculty, as well as management of clinical schedules; conduct special studies, and assignments in a variety of administrative and operational procedures and topics, often with department-wide, cross-departmental, and/or major financial impact; and prepare effective written reports and present recommendations to senior management, internal and external groups.

Note: Skills may be subject to testing.

Salary Range: $33.81 – 53.93 Hourly

Required:

- Bachelor's degree and/or equivalent combination of education and experience
- Five (5) years minimum Business operations and/or administration experience
- Ability to use high-level discretion and maintain a high level of confidentiality
- Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
- Analytical skills sufficient to interpret and apply University and campus policies; define problems: formulate logical conclusions, recognize alternatives
- Strong written skills to prepare accurate, concise, and clear reports and documents
- Communication and interpersonal skills sufficient to work effectively with university-wide and campus-wide Administrators, Deans, Department Chair, faculty and staff both orally and written

Preferred:

- Knowledge of academic and/or administrative structure of institutions of higher education

As a condition of employment , the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
Current/former UC employees are subject to a personnel file review.