112711 - Administrative Officer Supervisor
As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.
#112711 Administrative Officer SupervisorExtended Review Date: Fri 12/3/2021
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
UCSD Layoff from Career Appointment: Apply by 11/03/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 11/15/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position will remain open until a successful candidate has been identified.
The Administrative Officer Supervisor for the Department of Otolaryngology/Head and Neck, has oversight, decision support and supervision for administrative activities related to academic personnel, faculty and staff human resources. Serves as a key resource for faculty, staff, and Department Chair. This position will provide high-level administrative support to the Department Chair, which requires tact, diplomacy and discretion on a wide variety of complex and sensitive issues. This position will continue to provide analysis in triaging correspondence and telephone calls and drafting correspondence, preparation of reports, book chapters and manuscripts. Responsible for overseeing and producing quarterly newsletter for the Department.
Participate in planning and make significant contributions to the short and long term goals of the Department in conjunction with the Department AdVC. Act as liaison with School of Medicine, Office of Contracts and Grants, Department Business Office, International Center and federal and private granting agencies. The Administrative Officer will maintain, extract, analyze, interpret and report on data from sensitive and confidential information in electronic and paper form. Oversee daily calendar, correspondence and involved with the preparation of academic review files.
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. Supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
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.
Effective 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.
Ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Ability to control situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities.
Skill in analyzing information, situations, practices, or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.
Advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.
Experience working in clinical settings.
- Employment is subject to a criminal background check.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic team!
Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.
UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.