Administrative Operations Coordinator - 138030

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 supervision, the Administrative Operations Coordinator serves the department by providing the highest level of administrative support to the department leadership, faculty and staff. The position's responsibilities include first point-of-contact for the Haddad Laboratory or other department research areas; calendar and appointment scheduling; meeting and conference planning; domestic and international travel arrangements; travel reimbursement and reconciliation; purchasing Division supplies and equipment, financial summaries of research budget and expenditures; high-level personnel actions including coordinating recruitment, event planning, and academic file reviews.

Will work closely with Director of Administrative Operations to schedule and coordinate administrative training meetings, and produce materials as requested.

• Six (6) years of related experience, education/training, OR a 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. Exercises tact, mature judgement, diplomacy and flexibility to promote positive working relationships and job effectiveness. Skill at negotiating with various personalities and developing internal and external network of contacts.

• Solid organizational skills and ability to multi-task with demanding timeframes. Strong time management, organizational and follow-up skills to prioritize and complete tasks and projects within set timelines. Ability to work under pressure to meet tight deadlines and adapt to changing priorities. Strong decision-making skills to effectively respond to unexpected events and crises.

• Working knowledge of common organization-specific and other computer application programs. Above average skills using Word, Excel, PowerPoint or similar programs, Eudora or similar email systems, extensive web site and on-line skills. Fast, accurate typing and word processing skills. Ability to compose correspondence from transcription tapes and direct dictation. Ability to perform detailed work with accuracy and in the time period required.

• Ability to use discretion and maintain confidentiality. Demonstrated ability to act on initiative and exercise independent judgement in executing a wide variety of functionsand maintaining absolute reliability in handling confidential and sensitive matters. Strong analytical and critical thinking skills to identify problems and develop innovative solutions. Ability to examine and question policies, processes, and procedures in order to gain a stronger understanding of, as well as to offer recommendations for improvements to such items/issues.

• Demonstrated skill in training, managing and leading the work of others. Ability to train, motivate and direct staff of various professional qualifications, with proven ability to delegate tasks and solve problems creatively.

• Proven ability to develop, analyze and carry out program and project objectives and work with others in achieving organizational goals. Ability to research, gather and organize information to produce concise reports using various resources.

• Experience working in administrative role in an academic medical Department in a University setting.

• Experience with planning and managing events in a large academic/medical setting, including providing day-of logistical support and troubleshooting.

• Experience with making travel arrangements, handling travel reimbursements, and reconciling expenses against the appropriate funding source.

• Experience with P Cards and Procurement/T&E card reports.

• Experience with the Campus Asset Management System (CAMS).

• Experience with Concur.

• Familiarity with Notice of Award (NOA) and Financial Expenditure Report (FER).

• Experience with Kuali Research.

• Working knowledge of state and federal grant application, submission and reporting requirements. Knowledge of University policies, procedures and practices regarding: Accounting, Purchasing, Disbursements, Financial Link Mail Services, Conference and Catering Academic and Staff Personnel, Student Affairs, Affirmative Action Contracts and Grants, Budgets, Conflict of Interest Animal, Human Subject and Clinical Protocols Business correspondence.

• Experience with the University of California (UC) Outside Activity Tracking System (OATS) and Electronic Certification of Effort and Reporting Tool (ECERT).

• Employment is subject to a criminal background check

• Must be willing to work occasional overtime as needed for deadlines.

• Must be able to attend occasional meetings on evenings and weekends.

• Must be willing and able to travel.

• Must have access to reliable transportation.