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.