Payroll Title:
ADMIN OFCR 2 CX Department:
PEDIATRICS/INFECTIOUS DISEASES Hiring Pay Scale
$30.45 – $47.07 / Hour Worksite:
La Jolla Appointment Type:
Career Appointment Percent:
100% Union:
CX Contract Total Openings:
1 Work Schedule:
Days, 8 hrs/day, Monday- Friday
#123989 Administrative & Fiscal Coordinator- Hybrid/Remote
Filing Deadline: Mon 7/17/2023
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UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
UCSD Layoff from Career Appointment : Apply by 07/06/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants : Apply by 07/17/2023. 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 and remote.
DESCRIPTION
The Department of Pediatrics is one of the largest departments within the School of Medicine with approximately 250 Faculty, 127 postdoctoral fellows (both MDs and PhDs) along with over 320 support staff (not including hospital staff). In addition, the Department has 68 clinical residents distributed across the Divisions. The missions of research, education and patient care are intertwined, and are integral to the goals of the department.
The Department manages a university-affiliated children’s health system with the physicians and leadership of the University of California, San Diego (UCSD), Rady Children’s Hospital, and Rady Children’s Specialists of San Diego, a Medical Practice Foundation, unifying pediatric patient care, research, education and community service programs.
Under general supervision, the Administrative and Fiscal Coordinator for the Director of the Mother-Child-Adolescent HIV Program (MCAP), will provide project and fiscal support that requires interpretation of policy, recognizing possible alternative actions and developing new sources of information. Supports MCAP and the Director’s lab with project pre- and post-award processes. Develops and maintains databases and forms required for grant and fellowship applications. Supports the development of budgets and budget justifications for grant and fellowship applications. Acts as liaison with Department Business Office, Office of Contracts and Grants, UCSD Foundation, and federal and private granting agencies. Works with the Business Office to tracks spending, assemble monthly financial reports and projections, and support the development of interim and final reports to funding agencies. Supports MCAP program by overseeing the requests for applications, receiving, triaging and reviewing applications, and providing pre- and post-award administration and reporting. Organizes and assists MCAP meetings and communication, and organizes seminars and symposia. Develops and maintains databases, and extracts, analyzes, interprets and reports on data from sensitive and confidential information in electronic and paper form. Responsible for daily calendar, correspondence, travel arrangements, reimbursements and purchases related to MCAP and the Director’s lab.
The incumbent 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. Performs other duties as assigned.
MINIMUM QUALIFICATIONS
- Six years of related experience, education/training, OR a Bachelor’s degree in related area plus two years of related experience/training.
- Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
- Solid organizational skills and ability to multi-task with demanding timeframes.
- Working knowledge of common organization-specific and other computer application programs.
- Knowledge of and demonstrated experience working with policies and procedures relating to contract and grants and accounting. Ability to analyze and interpret which policies and procedures apply to a given situation.
- Knowledge of and 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 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 experience using discretion and independent judgment to solve problems. Proven ability to locate and investigate new sources of information to evaluate and evolve solutions to problems.
- Ability to work independently, organize time and set priorities to meet established deadlines and to shift priorities and workload to frequently accommodate new and more urgent tasks.
- Demonstrated excellent 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. Skill to communicate effectively, diplomatically, and professionally, both orally and in writing.
- Strong knowledge and skill with using computer software (e.g. Microsoft Word, Excel, Access, PowerPoint, Outlook, electronic mail).
- 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.
- Strong composition, editing and proofreading skills to review copy for appropriate style, consistency, format, completeness, errors, etc. to ensure accuracy and correct grammatical content of documents.
PREFERRED QUALIFICATIONS
- Skill to train, oversee, motivate and direct staff of various professional qualifications, with proven ability to delegate tasks and solve problems creatively.
- Demonstrated experience working with UCSD Financial programs.
- Demonstrated experience with University policies and procedures regarding purchasing, returned goods, travel, disbursements, and inventory.
- Knowledge of medical and scientific terminology.
- Demonstrated experience overseeing complex calendaring, travel, and event planning.
- Demonstrated experience maintaining, updating and further developing websites (SharePoint and HTML) and social media platforms.
- Significant knowledge of visa requirements for international postdoctoral fellows and other visiting scholars.
SPECIAL CONDITIONS
- Employment is subject to a criminal background check.
- Occasional evenings and weekends may be required.
- Must be willing and able to travel.
- Must have access to reliable transportation.
Pay Transparency Act
Annual Full Pay Range: $63,580 – $98,282 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $30.45 – $47.07
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).
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Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
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 .
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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UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.