Administrative Analyst - 138083

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.

Under general direction from Division Administrator and Division Chiefs, the Administrative Officer is critical in providing operational support for divisions in the Department of Medicine; and participating in strategic planning, resource management, and decision support efforts in partnership with division leaderships. The Administrative Officer will be responsible for providing the highest quality of analytical, programmatic, administrative and fiscal support; analyze and report on divisions' finances and provide reports as needed, process financial and HR-related transactions (coordinate staff and faculty recruitments), support the academic file review process, assist with travels and expense reimbursements, manage websites/social media, provide administrative support to faculty, and manage division compliances. 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 divisions; executing financial requests, providing faculty compensation support, managing events, facilitating communications, partnering with IT, and creating new workflows. Maintain confidential personnel files. 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.

• Ability to use discretion and maintain confidentiality.

• Ability to update websites using University approved platforms.

• Solid organization skills and ability to multi-task with demanding timeframes.

• 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.

• 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.

• Ability to use sound judgement in responding to issues and concerns.

• Technical/professional knowledge of the nonstandard aspects of administration.

• Knowledge of general accounting and payroll policies.

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

• Thorough knowledge of the Medicine clinical and academic activities.

• Occasional evening and weekend work is required.

• Employment is subject to a criminal background check.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace