Academic & Staff Personnel Coordinator - Medicine - 139389

The Department of Medicine (DOM) is the largest department within the UCSD School of Medicine and is responsible for fulfilling the teaching, research and clinical missions of the University of California, San Diego School of Medicine. The department employs approximately 500 salaried faculty, 168 academic appointees, 331 residents, fellows and postdocs and 480 staff personnel.

Under general supervision of the Division Administrator, the Academic and Staff Personnel Coordinator serves as a key strategic partner in the planning and execution of administrative and operational priorities for the Division of Medical Oncology and Division of Hematology & Cellular Therapy within the Department of Medicine. The divisions are dynamic divisions that change with the nature and scope of the Division and Department of Medicine operations, especially research and clinical activities. The Academic & Staff Personnel Coordinator operates with a high degree of independence and is responsible for the administration of the divisional program coordination and management of divisional financial, academic and research programs. Coordinate and develop programs, adhering to program goals and objectives. Evaluate ongoing activities and provide feedback to the Division Administrator to maximize the effectiveness of the programs. They will contribute actively to strategic planning efforts to rebuild and strengthen administrative infrastructure within the divisions which includes analyzing current processes, identifying opportunities for improved efficiency and support, and implementing solutions that stabilize operations and enhance the faculty experience.

The Coordinator must have a high degree of flexibility with the ability to work proactively, as part of a team, with initiative and creativity. Incumbent is a vital role that will perform key responsibilities needed to facilitate interdepartmental functionality.

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 provide direction to staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

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

• 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.

• Experience using UCSD business systems for academic & staff hires, visa processing, and purchasing, and expense reimbursements.

• Excellent project management skills and a background in research coordination, including proven experience planning, implementing, managing, and evaluating projects with the ability to prioritize multiple and complex responsibilities and to work effectively in an environment that may be rapidly shifting demands and priorities. Ability to create work plans and timelines to ensure timely completion of projects. Thorough knowledge of administrative analysis and operations research. Demonstrated ability to develop and implement processes and systems. Thorough knowledge of the administrative and operational implications in a program.

• Ability to work with a diverse audience, personalities and background.

• 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.

• 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. Ability to identify and solve problems with minimal supervision. Advanced ability to think creatively and independently on concepts requiring advanced analytical skills.

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

• Experience with academic and staff personnel processing.

• Possess good judgement and decision making skills.

• Demonstrates working knowledge of UC policies and procedures for academic recruitment, preparing academic review files, and requirements.

• Knowledge of UC policies and procedures regarding purchasing, travel and disbursement regulations and ability to prepare related forms.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• May required occasional after hours work, and weekends.