Faculty Assistant - 121982
#121982 Faculty AssistantInitial Review Date: Wed 3/22/2023
UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.
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 03/10/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 03/22/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The Department of Pediatrics is one of the largest departments within the School of Medicine with approximately 171 Faculty, 50 postdoctoral fellows (both MDs and PhDs) along with over 300 support staff (not including hospital staff). In addition, the Department has 57 clinical residents and fellows distributed across the Divisions. The missions of research, education and patient care are intertwined, and are integral to the goals of the department.
The Department has undergone significant growth in recent years with a consolidated budget of approximately $106 million including sponsored projects expenditures of approximately $54 million and clinical revenue of over $ 52 million. This expansion of the Department’s research and clinical portfolio is expected to continue in the next few years.
The Department’s 16 divisions include Academic General Pediatrics, Child Development & Community Health; Allergy, Immunology and Rheumatology; Cardiology; Environmental Science and Health; Emergency Medicine; Endocrinology; Gastroenterology; Genetics; Genome Information Sciences; Hospital Medicine; Host-Microbe Systems and Therapeutics; Infectious Diseases; Neonatology; Nephrology; and Respiratory Medicine.
In 2001, physicians and leadership of the University of California, San Diego (UCSD), Rady Children's, and Children's Specialists of San Diego (CSSD) unified pediatric patient care, research, education and community service programs, creating a university-affiliated children's health system to serve the region. Over the past two decades, an extensive list of joint programs has developed, with many physicians and researchers playing a role at both institutions.
This affiliation has consolidated the clinical, teaching, research and public service programs of the UCSD School of Medicine's Department of Pediatrics with San Diego's only health care system dedicated to the health and well-being of children. In 2009, this partnership was furthered by the creation of Rady Children’s Specialists of San Diego, a Medical Foundation, and is now recognized as having global leaders in research, technology, translational medicine, education and clinical excellence.
The Division of Environmental Science & Health 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 pregnancy and lactation exposures 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 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 $60 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 Environmental Science and Health. 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; preparing academic review files, assisting with funding applications, submissions and renewals; serving as a liaison with outside departments, organizations, agencies, and the general public; event planning and coordination; 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 knowledge, understanding and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions. Ability to perform work according to established protocols.
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.
Knowledge of UCSD Academic Personnel policies, procedures and practices.
Demonstrated ability to independently schedule, arrange and coordinate seminars/meetings/special events with national and international scientific participants and to create/maintain effective marketing material such as flyers, newsletters, and websites.
Employment is subject to a criminal background check.
Occasional evenings and weekends may be required.
Pay Transparency Act
Annual Full Pay Range: $40,700 - $78,258 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $19.49 - $37.48
Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).
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.
UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.
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Job Reference #: 121982