Division Administrative Officer - 114751
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#114751 Division Administrative OfficerExtended Review Date: Fri 5/20/2022
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 02/28/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 03/10/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position will remain open until a successful candidate has been identified.
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 Plastic Surgery is a key component.
The Division Administrative Officer oversees high-level administrative support for the Division Chief which requires tact, diplomacy and discretion on a wide variety of complex and sensitive issues. Oversees and supervises all division staff responsible for support of the division faculty, residency program, and research projects. Serves as a key resource for policy and procedure for faculty, staff, and Division Chief. Participates in planning and makes significant contributions to the short and long term goals of the division.
Responsibilities includes continued planning of the division's program management and development efforts, overseeing the division administration, and providing comprehensive analysis and evaluation to the Division Chief. Responsible for operationalizing the division objectives, addressing the operational needs of the division including the management of facilities, human resources, marketing/communications/community outreach; program and events management that includes overseeing the coordination and arrangements for meetings, seminars, conferences; overseeing and providing analysis in triaging correspondence and telephone calls; overseeing the preparation of reports, academic review files, book chapters and manuscripts, as requested; web design and maintenance; internal control and risk management; policy and procedural development; and other business services. Oversees research program and manages research staff.
Coordinates and participates in activities to promote the ongoing development and training for the division administrative staff and participates in budgeting activities including expense control, fiscal forecasting, and operational and strategic planning. Acts as liaison with School of Medicine, Office of Contracts and Grants, Department Business Office, International Center and federal and private granting agencies. Provides division management and budgetary oversight for division projects. In collaboration with Chief and Business Office, track grant funding, submissions, reporting, fund transfers and data use agreements. Assist with forecasting, preparation, and analysis of budgets and statistical reports on divisional operations. Monitor and analyze expenditure and revenue patterns, and develop budgetary projections.
Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
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 working in clinical settings. Demonstrated experience managing day-to-day operations of busy division or practice.
Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
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.
Proficient knowledge of common organization-specific and other computer application programs.
Demonstrated experience with complex calendaring, travel, and event planning.
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.
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.
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.
- Knowledge of UCSD Policies and Procedures.
- Employment is subject to a criminal background check and pre-employment physical.
- Must be able to work various hours and locations based on business needs.
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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