Administrative Officer - 135238

The Department of Medicine (DOM) is the largest department within the UC San Diego School of Medicine (SOM) and is responsible for fulfilling its teaching, research, and clinical missions. DOM employs approximately 500 salaried faculty, nearly 200 academic appointees, and more than 300 residents, fellows, and postdocs, supported by almost 1,000 staff members. The Medicine Business Office (BSO) functions within DOM Administration and interfaces with data and individuals throughout the department, SOM, campus, and UCSD Health (HS), regarding financial and operational matters. It consists of the following teams: Data Science, which enables data-driven decision-making through creation of actionable information developed through modern data science techniques and internal, custom, computer data systems; Fiscal Affairs, which is responsible for the financial analytics, reporting, and budgeting activities of the department; Financial Services, which performs all Department transactional activities, including approvals, accounting activities broadly defined as journal entries, data access provisioning; and Clinical Trials & Contracts, which oversees the tracking, approval, and financial operations of clinical trials and contracts and agreements.

Under direction, the Administrative Officer serves as a valued member of the Department's administrative team. The incumbent is critical in providing programmatic support to principals in the central offices; and participating in strategic planning, resource management, and decision support efforts in partnership with Department leadership; provide strategic support to the Division Administrators across the Department of Medicine. The Administrative Officer will be responsible for monitoring each division's compliance to include reviewing IRB's, managing Medstaff compliance requests, reviewing and providing research on training requirements, conflict of interest, and Research Compliance and Integrity. The Administrative Officer will manage administrative activities on a wide range of issues which are highly confidential and extremely sensitive, independently evaluating and managing shifting priorities. Ensures the efficient and effective functioning of the day-to-day activities of the central offices. This administrator supports the central office teams with preparing materials, supporting human resource functions, executing financial requests, providing committee support, managing events, facilitating communications, partnering with IT, and creating new workflows. Maintain confidential personnel files. Thorough knowledge of the Medicine clinical and academic activities, independently respond to a variety of information requests and disseminate information through interpersonal, telephone and electronic communications. Route calls, information/data requests, and issues to the appropriate personnel. While performing duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment. Act as a key liaison between Medicine and entities within and outside of UCSD, including other UC academic institutions and outside collaborators. Functions with a high degree of autonomy and sets the bar for support and organizational strategy. Manages special projects as they arise. Performs other duties as assigned.

Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

• Seven years of related experience, education/training, OR an Bachelor's degree in related area plus three 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.

• 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, 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.

• Ability to use discretion and maintain confidentiality.

• 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.

• Employment is subject to a criminal background check.

• Occasional evening and weekend work is required.