Administrative Professional I & II (Temporary Pool - TP140253

Temporary Employment Services is seeking entry-level administrative to advanced level administrative applicants to be considered for our talent pool.

• Duration: Temporary assignments typically run for approximately 3-9 months, but can vary in length.
• Compensation and Benefits: $22.67 - $25.46/hr. Mid-level benefits, vacation, sick, and holiday pay are available depending on the role.
• Work Schedule: We're looking for candidates with full-time or part-time availability.
• Location: Most positions are 100% on-site or hybrid.

Typical duties for applicants with general office support are as follows:

• Receptionist Duties: answer phones, respond to emails, and greet customers/patients.

• Photocopy, file, and scan sensitive departmental documents.

• Maintain HIPAA compliance.

• Perform heavy data entry and maintain spreadsheets.

• Work in EPIC EHR software.

• Scheduling basic appointments and managing shared physician or faculty calendars.

• Maintain and order medical and/or non-medical inventory.

• Take meeting minutes for department/interdepartmental meetings or projects.

• Customer service for patients, students, and/or staff and faulty of UCSD health systems.

Responsibilities for applicants with advanced level administrative and executive support skills are as follows:

• Use of independent judgment to determine best resources and most effective tools to resolve administrative and operational problems.

• Provide direct administrative support for various physicians and faculty.

• Manage complex physician and faculty calendars: responsible for making decisions related to planning and implementation of meetings, special events, and travel.

• Make travel arrangements: liaison with travel agency, hotel, airlines etc. and process reimbursement requests.

• Process various fiscal transactions.

• Drafting correspondence and reports.

• Coordination of event, conference, and program logistics including: video conferencing (Zoom), transportation, accommodations, activities, reserving room space, and catering for scheduled events.

• Solid communication skills and ability to communicate professionally and effectively with a diverse population of all levels of organization in person, over the phone and in writing.

• Ability to work in an interactive environment and possess excellent customer service skills both in person and over phone.

• Must have strong organizational skills with ability to set priorities, handle deadlines, and manage conflicting demands.

• Proficiency with MS Word, Access, Excel, PowerPoint, Outlook, Adobe Acrobat, and various email, web browser, database and desktop publishing programs. Proven typing/word processing skills to prepare correspondence, reports, and spreadsheets.

• Demonstrated typing / word processing skills to prepare correspondence, reports, and spreadsheets.

• Must have strong organizational skills with the ability to set priorities, handle deadlines, and manage conflicting demands.

• Proven ability to work independently with minimum supervision, establish priorities, follow through on tasks to completion, and meet deadlines in an environment of multiple interruptions and changing priorities while maintaining a high degree of judgment and clarity.

PREFERRED QUALIFICATIONS

• Experience providing senior-level administrative support and managing general office needs.

• Demonstrated ability to manage and optimize the use of multiple databases with extreme attention to detail.

• Manage complex calendars, schedule meetings and appointments; executing, coordinating, and managing event planning for programs, special events, meetings and receptions.

• Experience analyzing and identifying problems, independently resolve discrepancies with ability to recommend solutions, effectively participate in short and long term planning for administrative needs of unit.

• Proven ability to work independently with minimum supervision, establish priorities, follow through on tasks to completion, and meet deadlines in an environment of multiple interruptions and changing priorities while maintaining a high degree of judgment and clarity.

• Proven experience monitoring department budgets, including expenditures and purchasing.

• Experience with systems such as Google Suite, Concur, Oracle, QuickBooks and Salesforce.

• Ability to read, interpret and analyze financial data.

• Experience utilizing UCSD business systems (e.g., IFIS, PPS, FinancialLink, MyTravel, MyEvents, MyPayments, EmployeeLink, and/or Marketplace).

• Background check required
• Pre-employment physical may be required depending on the position