Administrative Specialist - 112117
As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.
#112117 Administrative SpecialistExtended Deadline: Tue 1/25/2022
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 10/05/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 10/15/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position will remain open until a successful candidate has been identified.
This posting has been slightly modified.
The Department of Surgery is one of the largest departments in the School of Medicine and is comprised of 103 faculty members, 18 physicians employed on MSP agreements, 31 doctors employed by the VA or other facilities, 104 accredited and non-accredited trainees and 161 career staff. Activities are organized in 7 sub-specialty divisions. Department activities span 5 major institutions including three medical centers and cover all aspects of the teaching, research, clinical and service missions of the University. The Division of Minimally Invasive Surgery is a key component.
The Administrator for the Division of Minimally Invasive Surgery (MIS) will provide high-level administrative support to the Division Chief, which requires tact, diplomacy and discretion on a wide variety of complex and sensitive issues. Using independent judgment and strong organization skills, will provide analysis in triaging correspondence and telephone calls and drafting correspondence, preparation of reports, book chapters and manuscripts, as requested. Incumbent will also provide administrative support to all division faculty and personnel.
Incumbent will participate in planning and make significant contributions to the short and long term goals of the Division in conjunction with the Administrative Vice Chair. Act as liaison with School of Medicine, Office of Contracts and Grants, Department Business Office, International Center and federal and private granting agencies. The Administrator will maintain, extract, analyze, interpret and report on data from sensitive and confidential information in electronic and paper form. Responsible for daily calendar, correspondence and assist in the preparation of academic review files. The incumbent will also serve as the Operations Coordinator for the Center for the Future of Surgery.
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.
Bachelor’s degree in related area plus two (2) years of related experience/training OR six (6) years of related experience, education/training.
Demonstrated experience with complex calendaring, travel, and event planning.
Experience working in clinical settings. Experience managing day-to-day operations of busy division or practice.
Ability to use sound judgment in responding to issues and concerns. 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.
Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Ability to interact with a variety of people, including high-level executives, civic leaders, and members of the community from diverse cultures and backgrounds. Ability to exercise political acumen and maintain strict confidentiality (in interactions with both internal and external people) concerning work-related information.
Working knowledge of common organization-specific and other computer application programs. Experience using IFIS, Microsoft Word, Excel, Power Point, and EPIC.
Solid proofreading and editing skills to ensure accuracy and correct grammatical content of documents. Strong composition, editing, and proofreading skills to review copy for appropriate style, consistency, format, completeness, errors, etc.
Ability to interpret and disseminate information on a wide variety of complex policies from various organizations.
- Knowledge of UCSD Policy and Procedures.
- Employment is subject to a criminal background check.
- Overtime, 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 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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