Job Description

Payroll Title:
ADMIN OFCR 2 CX
Department:
PSYCHIATRY/Dept. Central Administration
Salary Range
Commensurate with Experience
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
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.

#116941 Business Office Analyst - Hybrid/Remote

Extended Deadline: Fri 7/1/2022

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

This position will remain open until a successful candidate has been identified.

UCSD Layoff from Career Appointment: Apply by 06/14/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 06/23/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of working both onsite on Campus and remote.

DESCRIPTION

UCSD Department of Psychiatry is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, cutting-edge research, and state-of-the-art clinical services. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

Under general supervision, the incumbent will work as a Business Office Analyst providing high-level administrative coordination, management and support to the Department Business Office, Department of Psychiatry with approximately 1350 employees consisting of over 900 salaried academic and staff employees and approximately 450 non-salaried faculty members and volunteer staff. Use tact, diplomacy and discretion to handle a wide variety of complex and sensitive issues on a daily basis. Analyze and formulate options to resolve a variety of concerns arising from department faculty, post docs, staff and general public, providing individual guidance when necessary, and identifying which issues need to be brought to the Administrative Vice Chair for resolution. Manage multiple special projects for the Administrative Vice Chair with a high degree of professionalism in a rapidly changing, time-pressured environment. Responsible for the overall administration and management of administrative and clinical funds awarded to the department from all and any university entities including the School of Medicine Dean’s Office, Gifts, Donations, Service Agreements, and other projects as assigned.

Manage, reconcile and prepare budget both for the administrative and clinical funds. Serve as primary liaison between Business Office and other on and off campus organizations and vendors in matters concerning relocations, inter-departmental moves, travel, payment authorizations, Environmental Health and Safety issues, shipping, high and low value purchase orders, reimbursements, scheduling, catering and facilities management. Independently manage administrative accounts for the Department of Psychiatry, monitoring departmental funds ensuring that they are in line with the budget. Responsible for Clinical Support Services through working with the Dean’s office, faculty and outside agencies monitoring their service agreements. Inform faculty of HIPAA compliance regulations. Interpret and apply policies and procedures as outlined in the UC-PPM to initiate and follow through with the relocation process for newly recruited faculty members. Initiate and coordinate all aspects of office renovations and faculty/staff relocations. Work with faculty and the Dean’s Office to assure that service agreements with outside agencies and vendors are set up and renewed in a timely manner. Serve as a member of the space planning committee advising leadership as needed. Independently assess new project work plans. Monitor departmental space requests and Department facilities priorities. Conduct needs assessments as appropriate to identify issues, formulate alternatives, and make recommendations to the Administrative Vice Chair.

Independently develop budgetary projections and make recommendations to management on facility issues that include equipment replacement needs, maintenance and renovation issues, and best use of available space. Serve as a key resource for faculty and staff providing information related to university policies and procedures with regard to appropriate spending, entertainment, travel and reimbursement policies. Perform administrative analysis, analytical research and financial reporting for clinical operating units, programs, and projects. Prepare monthly financial statements and project-based financial reports for the clinical services and its providers. Perform transaction sampling for departmental administrative and clinical accounts. Perform monthly reconciliations, tracking and project costing activities. Process cost transfers, budget adjustments and other adjusting entries. Participate in the short and long term planning of business activities and perform all the other duties and responsibilities as needed.

MINIMUM QUALIFICATIONS

  • Six (6) years of related experience, education/training, OR a Bachelor’s degree in related area plus two (2) years of related experience/training.

  • Ability to use sound judgment in responding to issues and concerns. Decision-making skills to effectively respond to unexpected events and crises.

  • Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

  • Working knowledge of common organization-specific and other computer application programs.

  • Demonstrated experience and knowledge in managing administrative and clinical funds.

  • Proven 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.

  • Experience in reviewing and monitoring fiscal data in order to reconcile account balances with general ledgers and other financial documents.

  • Experience in preparing cost analysis, forecasting and ad-hoc reports and experience in coordinating fiscal closing procedures, ensuring compliance with University and agency requirements and preparing financial close-out reports.

  • Working knowledge of and experience in performing transaction sampling for departmental administrative and clinical accounts.

  • Work experience in coordinating faculty relocation process working with all parties involved including but not limited to prospective faculty, academic personnel, department administrators, moving companies, etc.

  • Experience in working with faculty and all involved central offices and Business Contracting to ensure that service and affiliation agreements with outside organizations are set up in the HS Agreements Application and renewed in a timely manner.

  • Experience in performing administrative analysis, analytical research and financial reporting for clinical operating units, programs, and projects; and proven ability to prepare monthly financial statements and project-based financial reports for the clinical services and its providers.

  • Proven ability to perform monthly reconciliations, tracking and project costing activities. Process cost transfers, budget adjustments and other adjusting entries

PREFERRED QUALIFICATIONS

  • Working knowledge of UCSD policies and procedures, including the willingness to understand, explain and enforce these policies when required.
  • Knowledge of University policies, procedures and practices regarding accounting, purchasing, disbursements, Financial Link, travel, entertainment, express cards, key requests, imprints, mail services, conferences and catering.
  • Working knowledge of the academic, research and clinical department, its policies and key contacts in both the department and campus administrative offices (Dean's Office, Purchasing, Disbursements, Human Resources, Accounting).
  • Experience in collecting and processing payments Through the Cash Deposit System for all Service Agreements.

SPECIAL CONDITIONS

  • Employment is subject to a criminal background check.
  • Must be able to work overtime as needed.

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: 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.

Application Instructions

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