Administrative Officer III - 116896
As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.
#116896 Administrative Officer IIIExtended Deadline: Mon 10/10/2022
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 08/12/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 08/24/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position will remain open until a successful candidate has been identified.
Reporting to the Director of the Department of Environmental Health & Safety (EH&S). The incumbent is responsible for providing the EH&S Director and department with general administrative support in a variety of areas but not limited to fund management and monitoring, procurement coordination and monitoring, personnel administration activities, coordination with other stakeholders and departments, recordkeeping, special projects, scribe for rounding and regulatory surveys, as well as other duties assigned.
The EH&S Director provides general supervision and can define assignments; however, the Administrative Officer may independently function and use technical, specialized knowledge, and professional skills to complete assigned duties that meet best possible outcomes, exercising independent judgment to maintain confidentiality of sensitive information, ensuring efficient and effective functioning of day-to-day activities, while organizing long and short-term administrative needs.
The ideal candidate establishes effective working relationships with stakeholders within all levels of the organization to provide departmental and responsive service to meet EH&S operational goals and objectives, requiring a strong ability to communicate effectively and professionally when providing information and responses as a key representative of the department.
Core duties include:
* Analyzes workflow patterns, equipment, and material needs, and prepares recommendations to enhance operational and fiscal efficiency
* Assists and coordinates budgetary analysis, tracking, and recordkeeping
* Establishes procedures to control, funds expenditures, and appropriations
* Assists in budget preparation and review/analysis of expenditures and requisitions for purchases
* Provides support and monitors department purchases, expenditures, and recordkeeping
* Assists in personnel administration activities; including, but not limited to, calendar appointments, travel requests, and purchase orders
* Assists and supports department timekeeping activities
* Composes written memos, letters, reports, and other documents
* Prepares meeting agendas, minutes, and reports for review and approval
* Collates and writes summaries on a variety of policy directives, quality improvement projects, and corrective actions
* Oversees the maintenance, storage, and destruction of records
* Maintains inventory control
* Conducts studies and special projects that may be related to any administrative/fiscal function
Seven (7) years of related experience, education/training, OR a Bachelor’s degree in related area plus three (3) years of related experience/training.
Experience and proven success in working knowledge of common organization-specific and other computer application programs that include but not limited to: Outlook, Word, Excel, PowerPoint, Zoom, Adobe, and Teams.
Proven ability to interact and present a positive impression within all organizational levels and to communicate effectively and professionally in person, on the telephone, and through email.
Strong knowledge of business writing techniques that uses proper grammar, spelling, punctuation and sentence structure/formats when composing meeting agendas, minutes, reports, and other communication documents.
Experience in budgetary analysis and tracking, including preparing of travel requisitions and processing of purchase orders.
Ability to assess the most efficient means of retrieving information and the skill to develop innovative approaches, techniques, and procedures to provide more efficient and responsive services.
Skills in listening, anticipating, and responding to the needs of staff to achieve excellent customer service measured by outcomes rather than activities.
Prior reception experience demonstrating ability to handle multi-line phone system and frequent staff interactions.
Ability to work efficiently as a team member and foster positive relationships with co-workers, faculty, and staff.
Strong attention to details and quality improvement.
Knowledge of quantitative and qualitative approaches/techniques in completing assigned tasks.
- Must be able to work various hours and locations based on business needs.
- Employment is subject to a criminal background check and pre-employment physical.
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 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, the only Burn Center in the county, and and dozens of outpatient clinics. We invite you to join our team!
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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.