UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.
UCSD Layoff from Career Appointment: Apply by 5/29/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 5/31/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position will work a hybrid schedule which includes a combination of working both onsite on Campus and remote.
Current UC San Diego Health employees who apply by 5/31/2024 will have priority consideration for this position. Recruiters will refer qualified internal candidates after the first 7 days of the job posting. All qualified external applicants and additional internal applicants who apply after the priority date may have further consideration pending the results of the initial review.
Description
The Department of Pediatrics is one of the largest departments within the UCSD School of Medicine with comprehensive clinical programs, extensive basic science and clinical research, and diverse educational opportunities for students, residents and fellows. The internationally renowned faculty play a major role in medical and graduate student training, providing educational and programmatic offerings that span several disciplines, and provide diversity to meet the interests of a broad spectrum of students and scholars. More than one hundred trainees at the graduate student and postdoctoral level, as well as more than 300 professional, research and administrative staff who along with the department administrators interact closely with the faculty. The diverse mix of ages, backgrounds, and talents creates a robust work environment with challenging career opportunities and a commitment to continued growth potential. We constantly seek to recruit highly motivated, technologically-advanced and interested individuals to become a part of our dynamic cutting-edge research, clinical, and educational environment.
Under general supervision, this position will manage administrative operations in support of the initiatives launched by the Department’s various Academies. This position establishes and implements operational objectives and work plans, leads strategic planning initiatives, resource optimization, and decision support.
Duties include but are not limited to:- Managing various projects in support of the Department’s Academics- Partnering with Academy Leadership and Vice Chairs to support current and future Departmental goals and initiatives -Making recommendations, process improvement, and logistics for Academics and Vice Chair initiatives-Performing long and short term planning functions and brings them through to a successful completion-Facilitating processes and communication between Department Business Office/internal units and the Academies/Vice Chairs to achieve operational efficiencies
The incumbent will also provide administrative operational support to assigned Division Chiefs and Divisions within the Department of Pediatrics. Work direction will be provided by Division Chiefs and the Director of Administrative Operations. Incumbent serves as the Division's point of contact with academic, clinical and research components, using independent judgement and the ability to effectively communicate information related to these activities over the phone, inter-personally, or in correspondence. Independently analyze, organize and prioritize daily activities of assigned divisions, including coordination of meetings (on and offsite) and travel arrangements, processing expense reimbursements and procurement card receipts, providing support for academic file requirements and facilitating completion of reports. Coordinates travel and itineraries for recruitment candidates and visiting lecturers. Coordinates purchase of lab supplies and equipment. Coordinates household move/relocation activities for new faculty. Coordinates office and lab moves; Assists faculty with new and continuing contract and grants (pre and post award) facilitating communications with fund managers and ensuring compliance with University and agency deadlines, policies and procedures. Performs other duties as assigned.
Minimum Qualifications
Seven (7) years of related experience, education/training, OR a Bachelor's degree in related area plus three (3) years of related experience/training.
Thorough knowledge of University rules and regulations, processes, protocols, and procedures for budget, accounting and fund management, and/or personnel management.
Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling skills.
Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
Solid knowledge of common University-specific computer application programs.
Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.
Demonstrated experience providing executive-level administrative support; knowledge and experience in arranging meeting and events; experience maintaining multiple balanced schedules, arranging travel, and coordinating meetings with diversified faculty and staff.
Knowledge of UC San Diego Policies and Procedures, particularly those involving travel, expenditures and expenditure reimbursements.
Familiarity with UC San Diego’s Business Systems.
Superior interpersonal skills to be effective in communicating and interacting with all levels of the organization (i.e., university and department), including academics, managers, staff and students; the ability to establish and maintain cooperative working relationships; and the skill to establish rapport and gain the trust of others.
Proficient in ability to multi-task with demanding timeframes. Demonstrated ability to prioritize and organize job responsibilities in an environment of high-volume workload, competing deadlines, changing priorities, and frequent interruptions.
Experience with coordinating and managing recruitment visits, including scheduling interviews, organizing itineraries, booking travel arrangements, and escorting candidates on and off campus.
Strong, demonstrated skill and ability to compose correspondence and department policies, procedure summaries, reports, and training materials.
Demonstrated ability to identify the correct issues to be communicated, the appropriate audience, the method of communication, and the timing of the communication.
Experience with planning and managing events in a large academic/medical setting.
SPECIAL CONDITIONS
Employment is subject to a criminal background check.
Must be able to work various hours and locations based on business needs.
Occasional evenings and weekends may be required.
Must be willing and able to travel, including to and from multiple work sites.
Must have access to reliable transportation.
Pay Transparency Act
Annual Full Pay Range: $74,300 - $134,500 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $35.58 - $64.42
Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).
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If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.
UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!
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To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.
UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination
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UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.
Seniority level
Mid-Senior level
Employment type
Part-time
Job function
Administrative
Industries
Education
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