Job Description

Payroll Title:
BLANK AST 3
Department:
MEDICAL EDUCATION
Hiring Salary Range
$26.16 - $37.48 / Hour
Worksite:
La Jolla
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.

#120164 Front Office Coordinator and ASA/UGME Assistant

Filing Deadline: Mon 12/5/2022

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 11/23/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/05/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

A hybrid schedule with part-time in the office and part-time remote work will be available for this position

DESCRIPTION

The Division of Medical Education within the UCSD School of Medicine is comprised of the following major units: Admissions & Student Affairs; Undergraduate Medical Education; Graduate Medical Education; and Continuing Medical Education & Faculty Development. These units are supported by core services Business Affairs, Educational Technology, and Evaluation & Assessment. The division supports the education, training and co-curricular activities of 500 medical students, 800 residents and fellows, as well as the faculty, physician and healthcare providers at UCSD’s School of Medicine and Medical Centers.

The Admissions & Student Affairs unit, which includes Diversity & Community Partnership, has primary responsibility for creating a positive learning environment and supportive medical school community.

The Front Office Coordinator provides administrative support duties in the MET building Medical Education suite housing the Admissions, Student Affairs (ASA), Undergraduate Medical Education (UGME), and Diversity and Community Partnership (DCP) offices. The coordinator greets visitors, directs incoming traffic, and responds to general inquiries in person, by phone and via email. This position regularly interacts with faculty, physicians, staff and students from the UCSD campus and Medical Centers, as well as the general public. Provides a broad range of administrative support for the ASA, UGME and DCP offices to include processing reimbursements, purchase order creation and invoice tracking, developing and maintaining spreadsheets and databases, making travel arrangements, drafting correspondence, maintaining appointment calendars, general office and administrative support such as ordering supplies, and other duties as assigned.

As the ASA/UGME Assistant, this position will provide support to the Student Affairs function with scheduling, planning, and executing student programing and events. This position will also provide administrative support to the Admissions office during peak periods, such as during interview days and Second Look events. Additional duties will include serving as a back-up for Digital Engagement and Social Media roles to include compiling analytics as needed. This position will also serve at the administrative support to the Health Equity Thread I and II courses.

MINIMUM QUALIFICATIONS

  • Experience with customer service and/or receptionist duties. Experience with multi-line telephone systems and with receiving and routing calls in a complex organization.

  • Strong demonstrated administrative skills. Experience working with scheduling appointments, preparing and maintaining calendars, and making travel arrangements.

  • Experience drafting and/or editing correspondence and documents. Excellent written skills and knowledge of English language, including grammar, spelling, and punctuation usage.

  • Routine office management experience including typing, filing, letter formatting, copying, etc. Office management experience in a medical or academic setting preferred.

  • Working experience with computer systems and word processing, database, and email software. This includes experience working with Word, Excel, PowerPoint, and Outlook.

  • Excellent interpersonal skills, including tact, diplomacy and flexibility. Ability to interact effectively with the medical faculty and other individuals at all levels within and outside the University to promote positive relationships and to ensure that their needs are met.

  • 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.

  • Strong demonstrated communication skills, oral and written; ability to communicate ideas and issues clearly, concisely, and accurately to diverse personalities with varying concerns.

  • Demonstrated experience planning and making logistical arrangements for events, relocations and meetings. Experience independently researching, compiling, organizing, interpreting and selecting data/materials from various sources.

  • Analytical and problem solving skills; ability to identify existing/potential problems, to recommend solutions, to determine/implement appropriate procedures, and to evaluate results or progress. Ability to accurately interpret/implement policies and procedures.

  • Proven ability to maintain confidentiality and use discretionary practices.

  • Ability to work independently and effectively with minimum supervision under rapidly changing priorities and to initiate follow up as needed. Ability to set priorities, adjust priorities as needed, and meet frequent deadlines.

  • Experience working in an academic administrative office.

  • Skill in advising, educating and explaining critical information in a clear, concise manner to a variety of people, including academic and staff managers, faculty and students.

SPECIAL CONDITIONS

  • 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).

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

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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