Job Description

Payroll Title:
Department of Otolaryngology/Head and Neck
Salary Range
Commensurate with Experience
La Jolla
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday-Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.

#117551 Administrative Officer Supervisor

Extended Deadline: Wed 8/10/2022

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 07/15/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 07/26/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Department Administrative Officer reports to the Assistant Department Business Officer (ADBO), and is a strategic leadership position in the Department, critical to the development and implementation of the Department’s short- and long-range strategic plans and direction.

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 the Assistant Department Business Officer, Department Chair, faculty, and staff. This position will provide high-level administrative support to the Department Chair and Assistant Department Business Officer, which requires tact, diplomacy and discretion on a wide variety of complex and sensitive issues. This position will provide financial analysis and reporting to the Assistant Department Business Officer.

This position will assist with the creation of reporting tools and communication to support the faculty within the Department. Responsible for overseeing and producing quarterly newsletter for the Department and regular communication to faculty and staff. Participate in planning and make significant contributions to the short and long term goals of the Department in conjunction with the Department Ast. DBO. 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 mid-sized academic department. Will report to the Assistant Department Business Officer. 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) year of related experience/training or a Bachelor's degree in related area and / or equivalent experience / training plus three (3+) or more years of relevant experience.

  • 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.

  • Strong skills in short-term planning, analysis, problem-solving, and customer service.

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

  • Proven 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.

  • 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).

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!

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.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

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:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

Application Instructions

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