Admin Operations Sup and Exec Asst- Hybrid/Remote - 120818
#120818 Admin Operations Sup and Exec Asst- Hybrid/RemoteFiling Deadline: Thu 2/2/2023
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.
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 01/10/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 1/19/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Placement within the salary range is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).
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.
The incumbent will provide administrative 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.
Under general supervision of the Director of Administrative Operations, the incumbent will also work as the Administrative Operations Supervisor for the Department of Pediatrics. Responsible for reviewing and prioritizing all administrative requests and communications involving and in support of the Pediatrics Faculty. Provides training and oversight as appropriate to other staff for administrative and support tasks needing to be performed. Monitors staff productivity and balances staff assignments for effective service delivery. Assesses educational and training needs of staff and facilitates staff development. Manages day-to-day smooth operation of administrative functions, including long- and short-term administrative needs. Interacts closely with Department Faculty and Department Business Office Leadership. Using sound judgment, troubleshoots/resolves administrative issues.
Incumbent will supervise a team of support staff and must be comfortable directing and guiding the work of the team. Performs other duties and responsibilities as needed.
Seven (7) years of related experience, education/training, OR a Bachelor's degree in related area plus three (3) years of related experience/training.
Familiarity with the organization's processes, protocols and procedures.
Thorough knowledge of common organization-specific and other computer application programs.
Solid analytical / problem-solving skills.
Strong service orientation.
Proven skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing.
Advising and counseling skills.
Ability to use high-level discretion and maintain a high level of confidentiality. Experience working with a diverse and demanding community with high expectations for quality service. Demonstrated experience providing executive level administrative support to help meet frequent, critical deadlines on highly confidential and sensitive matters.
Solid skills in problem identification.
Ability to multi-task with demanding timeframes. 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 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.
Proven ability to supervise, determine work priorities, and provide constructive feedback. Ability to problem solve involving quality review of individual cases, materials, or circumstances to determine the appropriate action.
Experience in conflict resolution, organization, planning, and management practice skills, as well as strong negotiation skills. Ability to advise employees on a wide variety of problems with tact, diplomacy, and sensitivity.
- Employment is subject to a criminal background check.
- Occasional evenings and weekends may be required.
- Must be able to work various hours and locations based on business need.
- Must have access to reliable transportation.
Pay Transparency Act Full Salary Range: $48,900 - $102,300 Annually
The University of California, San Diego is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Expected Pay Scale. Placement within the Expected Pay Scale is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
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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