Administrative Officer/Hybrid - 132619

This position will work a hybrid schedule which includes a combination of working both onsite in La Jolla and remote.

University of California San Diego (UC San Diego) School of Medicine (SOM) is dedicated to serving its communities and creating a healthier world by being the preeminent destination for transformative, innovative, and impactful research, medical education, and clinical care. As the only medical school in the region and the largest school at UC San Diego, the SOM is home to nearly 1,795 faculty, 900 medical and graduate students and 1000+ residents and post-doctoral fellows across 20 academic departments.

SOM is housed within UC San Diego Health Sciences, which is comprised of three professional schools, more than 30 research institutes and a growing clinical practice at UC San Diego Health, the top ranked health system in the region. In fiscal year 2023, the School of Medicine secured nearly $743 million in research awards, accounting for 78% of the research dollars within Health Sciences.

The Office of the Dean is responsible for leading the School of Medicine's overall strategic vision; developing and implementing initiatives that enhance teaching, research, and clinical care across its multiple departments; and establishing collaborative partnerships across campus and the community to advance its mission.

The Administrative Officer serves as a valued member of the dean's office administrative team. The incumbent will be responsible for a variety of administrative operations involving SOM's enterprise. The administrative officer will implement initiatives to support the Office of the Dean, including executive recruitments, events management, administrative reviews, committee support, project management, and donor relations. The incumbent will assess and analyze resource requests in these areas, resolving problems and/or discrepancies and escalating to leadership as necessary. The incumbent must have experience in senior level full cycle recruitments as well as experience in independently conceptualizing, planning, managing, and implementing the logistics of projects appealing to a sophisticated audience.

The incumbent will perform several personnel related functions that include, but are not limited to, working directly with senior level management to develop recruitment goals and "executive search firm" style strategies for executive staffing needs across a variety of job functions. The administrator will make determinations as to the best method of recruitment and manage all processes associated with the executive level recruitments including contract coordination, timeline/search logistics management, candidate sourcing management, and recruitment compliance/reporting efforts. In the event an outside search firm is used, the incumbent must be actively involved in the process to ensure the appropriate University and State/Federal regulations are followed.

Responsibilities of the Administrative Officer will also include assisting with the administration, coordination, and evaluation of events and activities involving the entire SOM enterprise. This will include, but not limited to: large scale special events, regional events, academic unit events, career center events and other related events as assigned. They will assist in planning, organizing, and implementing events and functions, which may include symposiums, conferences, program events, banquets, and VIP briefings. Further, the administrator may independently manage small, non-complex events. The incumbent's responsibilities will also include, but are not limited to assistance and support with: managing event RSVPs and data; creation and management of event budgets; financial payment tracking; event logistics; and event follow-up and attendee tracking. Further, the incumbent is responsible for project support in a wide range of areas including resource administration, strategic planning, constituent engagement and general administration management issues. The incumbent will also facilitate fiscal support which requires gathering fiscal data, assisting in preparing budgets, and monitoring budgets for discrepancies. The administrator will create and maintain department contracts, purchase orders, reimbursements, travel and other expense records as assigned.

As assigned by the Office of the Dean and school-level committees, the Administrative Officer will conceptualize and execute enterprise-level projects. The incumbent will collaborate with colleagues in the school, various centralized units, and UC San Diego campus offices to develop, analyze, support strategic initiatives. Responsible for assuring sufficient coordination and planning to maximize resources that are directed toward meeting strategic goals. Resolves complex issues in creative and effective ways using advanced professional concepts and references organizational objectives. Works on complex issues where analysis of situations or data requires an in-depth evaluation of variable factors. Applies full understanding of internal and external policies and procedures. Demonstrates proven ability to maintain confidentiality and uses discretionary practices. The incumbent will also be expected to participate in driving innovation and growth among colleagues and leaders. The administrator must demonstrate a high degree of professionalism in a rapidly changing environment. The incumbent must have strong organizational skills, independent judgement, and the ability to be flexible as the demands and priorities of the enterprise change.

Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

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

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.

• Knowledge of a variety of administrative operational activities such as event planning, project management, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

• Solid knowledge of common University-specific computer application programs.

• Ability to use discretion and maintain confidentiality.

• Strong skills in short-term planning, analysis, problem-solving, and customer service.

• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

• Project Management Professional (PMP) certification.

• Previous experience working with C-level executives.

• Employment is subject to a criminal background check.

• Occasional evening and weekend work is required.

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.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
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.