Division Coordinator - Medicine - 139295

The Department of Medicine (DoM) is the largest department within the UCSD School of Medicine (SoM) and is responsible for fulfilling its teaching, research, and clinical missions. DoM employees approximately 500 salaried faculty, nearly 200 academic appointees, and more than 300 residents, fellows, and postdocs, supported by almost 1,000 staff members.

Under the general supervision of the Division Administrator and Division Chief, the Division Coordinator will provide high level support to the Division Chief and Division faculty, exercising sound judgment in navigating competing priorities

The Division Coordinator will provide support to Division Chief and Division faculty on administrative processes related to staff and faculty hiring, including supporting faculty recruitments, coordinating search activities, and ensuring compliance with institutional requirements. They will be responsible for managing the Division Chief's complex calendar, coordinate division-wide meetings, conferences, lectures, and provide support for general division business needs.

This position is responsible for preparing presentation materials, manuscripts, grants, progress reports, and media to support academic and program needs. The Division Coordinator will provide key support to division faculty including communicating and processing payments, billing invoices, purchase orders, reimbursements and travel. Coordinates and attends divisional meetings as well as take notes at meetings. Coordinates audiovisual equipment needs, catering, and facilities tasks. Independently draft correspondence on behalf of Division. Oversee the program administration of conferences, lecture series, divisional website updates and social media feeds. Assorted special projects as assigned.

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.

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

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

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Proven ability to be part of a team, establishing and maintaining good working relationshipswith all external and internal customers.

• Solid organizational skills and ability to multi-task with demanding timeframes. Ability to work independently, determine priorities, complete multiple projects accurately, efficiently, and with a high level of attention to detail while working with conflicting deadlines. Must be able to prioritize workload while keeping functions in perspective and to encourage collaboration with other entities and business units to complete projects.

• Working knowledge of common organization-specific and other computer application programs. Extensive PC and software experience to include Windows, Microsoft Office Suite (Word, Excel, PowerPoint) and Internet Navigation.

• Ability to use discretion and maintain confidentiality.

• Experience with updating websites and managing social media feeds.

• Working knowledge of university policies and procedures pertaining to vendor contracts and payments as well as reimbursement process.

• Demonstrated ability to quickly grasp new computer and web applications for various surveys, etc.

• Demonstrated experience formatting manuscripts for submission.

• Demonstrated bookkeeping, accounting, and fiscal management skills to accurate calculate and process expenses.

• Demonstrated experience with UCSD travel, accounting, and purchasing processes, tools, and forms.

• 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