DESCRIPTION

The Department of Medicine is responsible for fulfilling the teaching, research, and clinical missions of the University of California, San Diego and employs 500+ full-time salaried faculty members and 150+ academic appointees. Staff personnel include 800+ staff in 9 bargaining units, students, and volunteers. There are over 250 clinical faculties practicing at multiple sites and hospitals. Professional fee billings for the department exceed $50 million with collections of over $19 million per year. The total annual budget is approximately $170 million, which includes contract and grant revenues, clinical practice and medical center funds, and other state and private endowment funds.

The Division Administrative Officer will manage administrative activities on a wide range of issues which are highly confidential and extremely sensitive, independently evaluating and managing shifting priorities. Ensures the efficient and effective functioning of the day-to-day activities of the division offices. This administrator supports the central office teams with preparing materials, supporting human resource functions, executing financial requests, providing committee support, managing events, facilitating communications, partnering with IT, and creating new workflows. Maintain confidential personnel files. Thorough knowledge of the Medicine clinical and academic activities, independently respond to a variety of information requests and disseminate information through interpersonal, telephone and electronic communications. Route calls, information/data requests, and issues to the appropriate personnel. While performing duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment. Act as a key liaison between Medicine and entities within and outside of UCSD, including other UC academic institutions and outside collaborators. Functions with a high degree of autonomy and sets the bar for support and organizational strategy. Manages special projects as they arise. Performs other duties as assigned.

Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

MINIMUM QUALIFICATIONS

• Seven years of related experience, education/training, OR an Bachelor’s degree in related area plus three 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.

• Ability to use discretion and maintain confidentiality.

• Strong skills in short-term planning, analysis, problem-solving, and customer service.

• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

SPECIAL CONDITIONS

• Must be able to work some nights and weekends

• Employment is subject to a criminal background check.