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Administrative Cord, Dept. of Pediatrics- Hybrid - 129122

Job Description

UCSD Layoff from Career Appointment: Apply by 4/09/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 4/18/2024. 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 on Campus (3 days) and remote (2 days).


Department of Pediatrics is one of the largest departments within the UCSD School of Medicine with comprehensive clinical programs, extensive basic science and clinical research, and diverse educational opportunities for students, residents and fellows. The internationally renowned faculty play a major role in medical and graduate student training, providing educational and programmatic offerings that span several disciplines, and provide diversity to meet the interests of a broad spectrum of students and scholars. More than one hundred trainees at the graduate student and postdoctoral level, as well as more than 300 professional, research and administrative staff who along with the department administrators interact closely with the faculty. The diverse mix of ages, backgrounds, and talents creates a robust work environment with challenging career opportunities and a commitment to continued growth potential. We constantly seek to recruit highly motivated, technologically-advanced and interested individuals to become a part of our dynamic cutting-edge research, clinical, and educational environment.

Under general supervision of the Director of Administrative Operations, the Administrative Coordinator provides administrative support to assigned divisions within the Department of Pediatrics. Work direction will be provided by Division Chiefs and the Director of Administrative Operations; Incumbent serves as the divisions' contact with academic, clinical and research components, using independent judgement and the ability to effectively communicate information related to these activities over the phone, inter-personally, or in correspondence. Independently analyze, organize and prioritize daily activities of assigned divisions, including coordination of meetings (on and offsite) and travel arrangements, processing expense reimbursements and express card receipts, providing support for academic file requirements and facilitating completion of reports. Assists with the creation, updating and/or formatting of job descriptions; Coordinates travel and itineraries for recruitment candidates and visiting lecturers; Coordinates purchase of lab supplies and equipment; Coordinates household move/relocation activities for new faculty; Coordinates office and lab moves; Assists faculty with new and continuing contract and grants (pre and post award) facilitating communications with fund managers and ensuring compliance with University and agency deadlines, policies and procedures. May be asked to act as Fellowship Coordinator as needed. Will serve as the divisions' liaison with the Rady Children's Specialists of San Diego and Pediatrics Business Office to perform special projects, and respond to queries regarding complex issues and information.

  • Demonstrated advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.

  • Demonstrated superb interpersonal skills to successfully interact with a variety of people, including high-level executives, civic leaders, members of the community from diverse cultures and backgrounds. Ability to exercise political acumen and maintain strict confidentiality (in interactions with both internal and external people) concerning work-related information.

  • Proven excellent computer skills, including at least intermediate-level ability with Microsoft Office programs. Demonstrated ability to create complex spreadsheets and Word documents.

  • Demonstrated experience with complex calendaring, travel, and event planning.

  • Skill in analyzing information, situations, practices, or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.

  • Demonstrated ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Ability to control situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities.

  • Demonstrated ability to develop, implement, and maintain computerized and paper record keeping and filing systems.

  • Demonstrated ability to communicate effectively, diplomatically, and professionally, both orally and in writing.

  • Experience with planning and managing events in a large academic/medical setting.

  • Experience with coordinating and managing recruitment visits, including scheduling interviews, organizing itineraries, booking travel arrangements, and escorting candidates on and off campus.

  • Ability to interpret and disseminate information on a wide variety of complex policies from various organizations.

  • Knowledge of UCSD Policy and Procedures. Familiarity with UCSD systems, including IFIS, Financial Link, Travel, etc.

  • Experience working in clinical settings.

  • Demonstrated experience in contract and grant proposal formats, preparation, submission and administration, as well as knowledge of Federal, State and private granting agency regulations.

  • Demonstrated experience with academic review processes to include coordination of academic review file submission, maintaining up-to-date electronic curriculum vitae, bibliography, course review materials and professional materials, ensuring all materials are in the proper format; published articles, book chapters, and abstracts.

  • Proficiency in internal UCSD systems: UCPath, Concur Travel & Expense, Oracle Procurement, Oracle Financials, Academic Resource Center, Health Human Resources (HHR), Outside Activity Tracking System (OATS),EmployeeLink, EcoTime, Business Activity Hub.

  • Employment is subject to a criminal background check.

  • Reliable transportation and insurance in order to travel between two or more work locations may be required.

  • Must be able to work overtime as needed.

  • Occasional evenings and/or weekends may be required.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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


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