112920 - Program and Fiscal Coordinator
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#112920 Program and Fiscal CoordinatorFiling Deadline: Wed 12/8/2021
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 11/12/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 11/23/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position has recently been accreted by Teamsters CX union, and will be a part of that union moving forward.
This position will remain open until filled.
The Department of Pediatrics is one of the largest departments within the School of Medicine with approximately 250 Faculty, 127 postdoctoral fellows (both MDs and PhDs) along with over 320 support staff (not including hospital staff). In addition, the Department has 68 clinical residents distributed across the Divisions. The missions of research, education and patient care are intertwined, and are integral to the goals of the department.
The Department manages a university-affiliated children's health system with the physicians and leadership of the University of California, San Diego (UCSD), Rady Children's Hospital, and Rady Children's Specialists of San Diego, a Medical Practice Foundation, unifying pediatric patient care, research, education and community service programs.
The Schwimmer Lab is in the Division of Gastroenterology, Hepatology, and Nutrition in the Department of Pediatrics. Our lab conducts clinical and translational research studies on the subject of Nonalcoholic Fatty Liver Disease (NAFLD) with an emphasis on children and families. Our sponsored projects include NIH funded studies on the Natural History of NAFLD as well as foundation and industry sponsored studies of diagnostic and therapeutics for NAFLD.
Incumbent serves as the Program and Fiscal coordinator for Schwimmer Lab in the department of Pediatrics. Administers the day-to-day administrative and financial operations of the lab.
Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Analyzes and resolves operational problems of moderate scope. The incumbent will support a fast-paced work environment, and daily responsibilities shift as needed. Administrative tasks include but are not limited to scheduling meetings, obtaining systems access for staff members, travel planning and reimbursements, preparing scientific and financial reports and documents, updating scientific content of website, obtaining documents for grant submissions, and submitting manuscripts. Administers defined operational projects or activities which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety. Directly communicates with Principal Investigator (PI), study physicians, and the Program Manager. Financial responsibilities include submitting requests for expenses, reimbursements, payment authorizations, purchase orders, express card purchases, ordering lab and office supplies, ordering and managing research subject compensation, travel and entertainment.
Will act as liaison with ACTRI personnel, RCHSD staff, and the NASH CRN Data Coordinating Center. Will attend weekly research meetings and monthly NASH CRN Steering Committee meetings. Provides direct assistance to the Program Manager in reviewing and verifying university research account statements, audits and edits. Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.
Six (6) years of related experience, education/training, OR an Bachelor’s degree in related area plus two (2) years of related experience/training.
Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
Knowledge of and experience working with policies and procedures relating to contract and grants and accounting. Ability to analyze and interpret which policies and procedures apply to a given situation.
Knowledge of and experience in contract and grant proposal formats, preparation, submission and administration, as well as knowledge of Federal, State and private granting agency regulations.
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.
Excellent interpersonal skills to successfully interact with a variety of people, including clinicians, service staff, members of the community from diverse cultures and backgrounds. Skill to communicate effectively, diplomatically, and professionally, both orally and in writing.
Strong knowledge and skill with using computer software (e.g. Microsoft Word, Excel, Access, PowerPoint, Outlook, electronic mail).
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.
Strong composition, editing and proofreading skills to review copy for appropriate style, consistency, format, completeness, errors, etc. to ensure accuracy and correct grammatical content of documents.
- Skill to train, oversee, motivate and direct staff of various professional qualifications, with proven ability to delegate tasks and solve problems creatively.
- Experience working with UCSD financial systems, not limited to Concur and Oracle.
- Experience with University policies and procedures regarding purchasing, returned goods, travel, reimbursements, and inventory.
- Knowledge of medical and scientific terminology.
- Experience overseeing complex calendaring, travel, and event planning.
- Experience maintaining, updating and further developing websites and social media platforms.
- Employment is subject to a criminal background check.
- Occasional evenings and weekends may be required.
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!
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