Job Description

Payroll Title:
ADMIN OFCR 3
Department:
DEANS OFC-MED SCHOOL
Salary Range
Commensurate with Experience
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
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.

#115708 Recruitment and Events Officer - Hybrid/Remote

Extended Review Date: Wed 5/18/2022

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 04/18/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 04/28/22. 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 in La Jolla and remote. May need to work some evenings and weekends based on business needs.

DESCRIPTION

UC San Diego Health Sciences is one of three academic units at UC San Diego. Health Sciences includes three professional schools (medicine, pharmacy, and public health); more than 30 research institutes; and a growing clinical practice that includes two hospitals, all working toward fulfilling the Health Sciences’ tripartite mission. Led by the Vice Chancellor for Health Sciences, it accounts for the majority of the University’s research and philanthropic portfolios and serves as the top healthcare system in the San Diego region. Health Sciences has more than 1,700 faculty members, 900 residents and fellows, 800 medicine and pharmacy students, 1,500 graduate students, and 1,000 undergraduate public health majors. Its academic programs rank among the best in the country for primary care and research.

The dynamic Health Sciences enterprise comprises the School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, Herbert Wertheim School of Public Health and Human Longevity Science, and UC San Diego Health. Its patient care locations include the UC San Diego Medical Center in Hillcrest; Jacobs Medical Center, Moores Cancer Center, Sulpizio Cardiovascular Center, and Shiley Eye Institute in La Jolla; and many other centers, clinics, and affiliates throughout Southern California.

The Office of the Vice Chancellor is responsible for leading the Health Sciences’ overall strategic vision; developing and implementing initiatives that enhance teaching, research, and clinical care across its multiple divisions; and establishing collaborative partnerships across campus and the community to advance its mission.

In conjunction with the Vice Chancellor's Office and Dean's Office leaders, the Recruitment and Events Officer will be responsible for leading executive recruitments, events management, administrative reviews and a number of other initiatives that support the Health Sciences missions. The incumbent will assess and analyze resource requests in these areas, resolving problems and/or discrepancies and escalating to leadership as necessary. The incumbent must have experience in senior level full cycle recruitments as well as experience in independently conceptualizing, planning, managing, and implementing the logistics of high-level events that are appealing to a sophisticated audience, with an engagement/development purpose.

Reporting to the Special Assistant to the Vice Chancellor for Health Sciences, the incumbent will work directly with senior level management and executive recruiter to develop recruitment goals and "executive search firm" style strategies for executive staffing needs across a variety of job functions. In collaboration with the executive recruiter, the incumbent will make determinations as to the best method of recruitment and manage all processes associated with the executive level recruitments including contract coordination, timeline/search logistics management, candidate sourcing management, and recruitment compliance/reporting efforts. In the event an outside search firm is used, the incumbent must be actively involved in the process to ensure the appropriate University and State/Federal regulations are followed. In addition to the recruitment efforts, this position will be responsible for coordinating executive-level administrative reviews on behalf of the Vice Chancellor's and Dean's offices. This includes, but is not limited to, Assistant and Associate Vice Chancellors, Deans, Department Chairs, and Graduate Program Directors.

This position will also be responsible for the administration, coordination, and evaluation of events and activities involving the Health Sciences enterprise. This will include, but not limited to: large scale special events, regional events, academic unit events, career center events and other related events as assigned. Assist in planning, organizing, and implementing events and functions, which may include symposiums, conferences, program events, banquets, VIP briefings, etc. May independently manage small, non-complex events. Responsibilities will also include, but are not limited to assistance and support with: managing event RSVPs and data; creation and management of event budgets; financial payment tracking; event logistics; and event follow-up and attendee tracking. Responsible for project support in a wide range of areas including resource administration, strategic planning, constituent engagement and general administration management issues. The incumbent will also facilitate fiscal support which requires gathering fiscal data, assisting in preparing budgets, and monitoring budgets for discrepancies. Create and maintain department contracts, purchase orders, reimbursements, travel and other expense records as assigned.

MINIMUM QUALIFICATIONS

  • Seven (7) years of related experience, education/training, OR a Bachelor’s degree in related area plus three (3) years of related experience/training.

  • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

  • Effective interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.

  • Knowledge of a variety of administrative operational activities such as event planning, recruitments, travel, purchasing, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

  • Solid knowledge of common University-specific computer application programs.

  • Strong skills in short-term planning, analysis, problem-solving, and customer service.

  • Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

PREFERRED QUALIFICATIONS

  • Experience in hospitality management or events management principles and best practices.
  • Experience working with principal-level donor and VIP prospects.
  • Knowledge and experience with UC internal systems and processes.

SPECIAL CONDITIONS

  • Employment is subject to a criminal background check.
  • May need to work some evenings and weekends 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!

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.

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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