Faculty and Division Support Admin - 113990
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#113990 Faculty and Division Support AdminFiling Deadline: Thu 1/27/2022
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 01/18/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 01/27/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The Division of Dysmorphology and Teratology is involved in four major areas: 1) providing clinical services to patients with birth defects and developmental disabilities, 2) providing public health services in counseling patients, providers and education to the public about prenatal exposures and exposures during breastfeeding and their impact on child development and health, 3) a teaching program that includes undergraduate students, graduate students in epidemiology, medical students, and post -doctoral students, pediatrics, epidemiology, health behavior, global health, pharmacy, and other specialties; and 4) conducting clinical research.
The Center for Better Beginnings within the Division of Dysmorphology and Teratology in the Department of Pediatrics at UCSD conducts research studies to better understand the causes, prevention and treatment of birth defects and developmental disabilities. Research programs and projects within the Division involve federal, state and industry sponsored grants and contracts totaling over $40 million. These encompass national and international studies that require complex interrelated infrastructure and shared resources both within the Division and with collaborators and subcontractors outside the Division.
Incumbent provides administrative support for the Division of Dysmorphology and Teratology. Position requires tact and strict confidentiality in the handling of sensitive information, as well as independent judgment and organizational skills to prioritize demands of the Division faculty, PIs, and managers. Duties include but are not limited to: scheduling and managing calendars for Division faculty/PIs; establishing, arranging, and reconciling travel events; providing academic affairs support to Division faculty and academic staff; assisting with funding applications, submissions and renewals; serving as a liaison with outside departments, organizations, agencies, and the general public; processing and reconciling charges and expenses for the Division; attending and recording minutes for meetings; ordering supplies and equipment; and preparing correspondence and documents as needed.
Demonstrated experience at mid-level administrative support and ability to represent the Division and its faculty/PIs in a highly professional and positive light to all contacts.
Demonstrated administrative skills including maintaining calendars, scheduling meetings and conferences, answering phones, and organizing and maintaining files.
Advanced skills and experience using web-based technologies, spreadsheets, databases and word processing software, including Microsoft Word, Excel, Outlook, Meeting Maker, PowerPoint, Filenet.
Demonstrated experience planning and making complex logistical arrangements for events and travel. Experience independently researching, compiling, organizing, interpreting and selecting data/materials from various sources.
Excellent interpersonal skills, including tact, diplomacy and flexibility. Ability to interact effectively with faculty and other individuals at all levels within and outside the University to promote positive relationships and to ensure that their needs are met.
Demonstrated experience proofreading and editing a wide variety of documents with knowledge and proper use of English grammar and punctuation.
Strong demonstrated communication skills, oral and written. Ability to communicate ideas and issues clearly, concisely, and accurately to diverse personalities with varying concerns.
Strong organizational skills with demonstrated experience setting priorities, producing timely results and meeting deadlines in a demanding, multi-faceted work environment while maintaining a high level of attention to detail and accuracy.
Ability to work with and meet deadlines with conflicting demands.
Demonstrated experience providing academic support to faculty including but not limited to maintaining CVs, BioBibs, and other documents required for grant/contract proposals and/or academic merit/promotion review.
Demonstrated analytical skills including being able to analyze procedures and create new ways to improve procedures for the division.
Knowledge of federal, state, and private agency requisitions as they relate to contract and grant preparation and administration.
Knowledge of UCSD policies and procedures as well as UCSD systems (e.g. Oracle, Concur, Service and Support, Kuali) for processing reimbursements, payments, electronic travel vouchers and advances, purchase orders and requisitions, check requests, and campus recharges.
Employment is subject to a criminal background check.
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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