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.

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.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace