Administrative Officer/Hybrid - 132616

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 SOM'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.

Within SOM's Office of the Dean, the Division of Research is responsible for developing a coordinated strategy for focused research, investigation, and entrepreneurship. The division amplifies the school's commitment to innovation, excellence, and collaborative spirit to support scientific discovery. In consultation with faculty leaders, the division fosters a culture that is deeply committed to advance the school's research and development endeavors by providing strategic leadership and fostering interdisciplinary collaboration within the school, university, and industry. The division promotes the school's reputation for fostering an inclusive and diverse scientific environment.

Further, SOM's Division of Graduate Education is responsible for leading SOM's overall strategy and oversight of a portfolio of graduate programs. The division develops and implements initiatives on behalf of trainees that enhance teaching, education, and research across multiple departments, institutes, and centers. Further, to advance its mission, the division will collaborate across the UC San Diego campus and greater San Diego community. The division will work collaboratively with chairs, program directors, faculty, staff, students and campus partners to foster the success of current graduate programs and their trainees and identify opportunities for new graduate degree programs and professional opportunities. The division of graduate education is responsible for strategizing and executing initiatives to enhance the graduate student experience through engagement, improving learning outcomes within and outside the classroom.

The Administrative Officer serves as a valued member of the school's administrative team. The incumbent is critical in overseeing the functions for the vice deans of graduate education and research offices; providing programmatic support to principals in these units; and participating in strategic planning, resource management, and decision support efforts in partnership with the school leadership. This administrator supports the vice dean and deans' office teams with preparing materials, performing human resource functions, executing financial requests, providing committee support, managing events, facilitating communications, partnering with IT, and creating new workflows. The incumbent will also collaborate with department and Health Sciences leaders to manage strategic projects and present on education and research related initiatives.

The Administrative Officer will gather, analyze, and synthesize information on each division's programs and initiatives. This includes managing the incoming and outgoing flow of information on projects, systemizing and quantifying their institutional impact and then communicating their measurable and demonstrable benefits to school community. This incumbent will use compiled data and success metrics to improve the school's performance-based decisions and better establish best practices that enhance graduate education and research. Incumbent utilizes strong analytical writing skills and mastery of communication best practices to develop output to key stakeholders. Key areas of responsibility include managing special projects, including the development and implementation of strategic communications and marketing programs to increase the visibility, outreach, and reputation of SOM, both internally and externally to the University. The incumbent will leverage a network of resources and relationships across the University to support novel engagements and innovative initiatives.

The incumbent will also provide work direction to co-workers, offers technical review of financial policies and programs, and leads the planning, development, and implementation of initiatives that will enhance the operations of the divisions and the dean's office. The incumbent may approve financial transactions on behalf of the division leaders up to a delegated amount. The Administrative Officer will be responsible for monitoring each division's compliance with campus and University policies related to financial transactions. As such, the incumbent must have a comprehensive understanding of financial policies and be able to analyze, interpret, and report on these to both internal and external constituents.

The administrator supports Health Sciences senior leadership's ability to make well-informed strategic decisions by gathering and organizing data, validating and summarizing results, preparing comparisons to internal and external performance metrics, and providing options and recommendations for business excellence, driving innovation and growth. As a member of the dean's office administrative team, the administrator will routinely work with sensitive and highly confidential information, which requires a high degree of discretion, tact, and diplomacy. Incumbent must demonstrate a high degree of professionalism in a rapidly changing environment. Using strong organizational skills, independent judgement, and the ability to be flexible as the demands and priorities change, the administrator will serve as a key resource for colleagues to research and advise on policy, as well as review, address and resolve inquiries related to operations.

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.