DESCRIPTION

The UCSD Stroke Center is one of the most innovative and productive stroke centers in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, cutting-edge research, and state-of-the-art clinical services. The center is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

Incumbent will be responsible for administrative oversight of the ACGME Stroke Fellowship Program working with the Stroke Fellowship Program Director, and providing administrative support to all Stroke Center faculty, research staff and fellows. Responsibilities include supporting general office duties (phone, mail, supplies, etc), assisting with preparing academic review files, preparing and submitting faculty and fellows hospital medical privileging packages, and assisting with research administrative activities. In addition, under general supervision of the Fellowship Training Program Director, the Stroke Center Fellowship Program Coordinator (SFPC) has overall responsibility for the administration of program coordination and management of the Stroke Fellowship. The Stroke Fellowship Program consists of up to four fellows and a program director. This position is responsible for managing the annual recruitment process. This includes receiving, screening and managing the evaluations and ranking by the program director, faculty and staff, within a 3 - 4 month recruitment period. The SFPC will be the primary contact for the fellowship program for potential candidates during recruitment, and will compile curriculum vitae, letters of reference, and personal statements, and coordinate interview schedules. This position is responsible for maintaining the training program’s data as required by ACGME utilizing the Med Hub database. Works with incoming fellows to apply for California licensure, DEA licensure, and medical privileges at all facilities served by the UCSD Stroke Program. The incumbent will provide administrative support with preparing purchase orders, payment authorizations, tracking invoices, arranging travel, processing travel related expense vouchers, and maintaining inventory and supplies for office and lab. Additional responsibilities include but are not limited to: Assisting research staff with administrative and personnel related issues; Answering, screening and routing telephone calls using multi-line phone; Composing and editing correspondence; Organizing and coordinating local and national scientific conferences/meetings; Conducting searches and maintaining databases; Maintaining research files and tracking of records; Assisting clinical research personnel with study organization (eg. copying notebooks, making lab kits, filing research documents, sending mailings, inputting data).

MINIMUM QUALIFICATIONS

• Demonstrated executive-level administrative and office management skills including calendaring and travel coordination.

• Excellent verbal, written, and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population. Demonstrated ability to effectively compose, edit and proofread letters, memoranda, minutes of meetings, and summary reports with clear and concise expression, proper grammar, style, and punctuation.

• Excellent interpersonal skills including tact, diplomacy and flexibility with the ability to work in a team framework in conjunction with principles of community with staff, faculty and students. Participate and contribute to discussions regarding procedures and goals of department.

• Demonstrated ability to use professional phone etiquette in answering multi-line phones, take accurate and complete messages, route calls to appropriate personnel, handle urgent patient calls, and to schedule appointments for clinic and laboratory tests.

• Solid computer skills using MS Word, Excel, PowerPoint, email system, and a variety of web-based programs. Ability to create and maintain databases, perform standard computer tasks, learn new programs/applications with minimal direction, and exercise fast and accurate typing skills. Ability to update/maintain technology skills with relevant computer software.

• Demonstrated ability to work independently with frequent interruptions, in efficient organized manner, prioritize work, function effectively under deadline pressures to fulfill assignments on schedule, and to maintain confidentiality involving medical records, personnel and work related matters.

• Ability to analyze situations, recommend solutions and to exercise good judgment in problem-solving and decision-making. Proven ability to effectively work independently and/or as part of a team or unit.

• Demonstrated ability to use standard office machines including but not limited to: copy machine, word processing (correspondence, medical reports, technical reports, and a variety of other materials in appropriate formats, and in editing own work), fax machine, 10-key and multi-line phone. Proven experience entering data and maintaining accurate computerized records, filing systems, and databases.

• Skill to utilize online In-Patient Attending and Stroke Fellow on-call calendars. Ability to interface with Telecom representatives to insure all pager information is correct.

• Ability to travel between campus locations as responsibilities dictate (Hillcrest MC, La Jolla MC, and campus).

PREFERRED QUALIFICATIONS

• Knowledge of UC policies and procedures relating to check requests, travel advances and reimbursements, and contract and grant administration. Knowledge of UCSD departments and online systems such as Blink, FinancialLink, etc.

• Familiar with physician credentialing and privileges processes and requirements.

SPECIAL CONDITIONS

• Access to reliable transportation to travel to different work sites; Primary work site is Hillcrest Medical Offices North, with occasional assignments to East Campus Office Building (ECOB) in La Jolla, VAMC, and other local affiliated sites as required.