Office Coordinator and ASA/UGME Assistant - 133237

UC San Diego Health Sciences encompasses UC San Diego Health, the region's only academic health system, UC San Diego School of Medicine, one of the nation's top research-intensive medical schools, Skaggs School of Pharmacy and Pharmaceutical Sciences, Southern California's first public school of pharmacy, and Herbert Wertheim School of Public Health and Human Longevity Science. UC San Diego Health Sciences' mission is to deliver outstanding patient care through commitment to the community, groundbreaking research and inspired teaching.

The division of Medical Education within the UC San Diego School of Medicine consists of the following units: Undergraduate Medical Education, Admissions & Student Affairs, Diversity and Community Partnerships, Graduate Medical Education, Continuing Medical Education & Faculty Development, Simulation Education, Physician Assistant Education, Anatomical Services, Business Affairs and Educational Technology. The division supports the education, training and co-curricular activities of approximately 560 medical students, 90 physician assistant students, 1000 residents and fellows as well as the faculty, physician and healthcare providers at UCSD's School of Medicine, its' Medical Centers, and affiliates.

The Office Coordinator provides administrative support duties in the MET building Medical Education suite housing the Student Affairs (ASA), Undergraduate Medical Education (UGME), and Diversity and Community Partnership (DCP) offices. The coordinator greets visitors, directs incoming traffic, and responds to general inquiries in person, by phone and via email. This position regularly interacts with faculty, physicians, staff and students from the UCSD campus and Medical Centers, as well as the general public. Provides a broad range of administrative support for the ASA, UGME and DCP offices to include processing of student, staff, and faculty reimbursements, purchase order creation and invoice tracking, developing and maintaining spreadsheets and databases, making travel arrangements, drafting correspondence, maintaining appointment calendars, general office and administrative support such as ordering supplies, and other duties as assigned.

As the ASA/UGME Assistant, this position will provide support to the Student Affairs function with scheduling, planning, and executing student programing and events. This position will also provide administrative support to the various units as needed, such as UGME, DCP, Admissions, and the Business Office.

• Experience with customer service and/or receptionist duties. Experience with multi-line telephone systems and with receiving and routing calls in a complex organization.

• Strong demonstrated administrative skills. Experience working with scheduling appointments, preparing and maintaining calendars, and making travel arrangements.

• Experience drafting and/or editing correspondence and documents. Excellent written skills and knowledge of English language, including grammar, spelling, and punctuation usage.

• Routine office management experience including typing, filing, letter formatting, copying, etc. Office management experience in a medical or academic setting preferred.

• Working experience with computer systems and word processing, database, and email software. This includes experience working with Word, Excel, PowerPoint, and Outlook.

• Excellent interpersonal skills, including tact, diplomacy and flexibility. Ability to interact effectively with the medical faculty and other individuals at all levels within and outside the University to promote positive relationships and to ensure that their needs are met.

• Strong organizational skills with demonstrated experience setting priorities, producing timely results and meeting deadlines in a demanding, multi-faceted work environment while maintaining a high level of attention to detail and accuracy.

• Strong demonstrated communication skills, oral and written; ability to communicate ideas and issues clearly, concisely, and accurately to diverse personalities with varying concerns.

• Demonstrated experience planning and making logistical arrangements for events, relocations and meetings. Experience independently researching, compiling, organizing, interpreting and selecting data/materials from various sources.

• Analytical and problem solving skills; ability to identify existing/potential problems, to recommend solutions, to determine/implement appropriate procedures, and to evaluate results or progress. Ability to accurately interpret/implement policies and procedures.

• Proven ability to maintain confidentiality and use discretionary practices.

• Ability to work independently and effectively with minimum supervision under rapidly changing priorities and to initiate follow up as needed. Ability to set priorities, adjust priorities as needed, and meet frequent deadlines.

• Experience working in an academic administrative office.

• Skill in advising, educating and explaining critical information in a clear, concise manner to a variety of people, including academic and staff managers, faculty and students.

• Experience with IFIS, FacilitiesLink, Equipment Asset Management System (EAMS), and Travellink.

• Knowledge of University forms, policies and procedures.

• Employment is subject to a criminal background check.

• Occasional evenings and weekends may be required.