Division Coordinator - Medicine - 139295

The Department of Medicine (DoM) is the largest department within the UCSD School of Medicine (SoM) and is responsible for fulfilling its teaching, research, and clinical missions. DoM employees approximately 500 salaried faculty, nearly 200 academic appointees, and more than 300 residents, fellows, and postdocs, supported by almost 1,000 staff members.

Under the general supervision of the Division Administrator and Division Chief, the Division Coordinator will provide high level support to the Division Chief and Division faculty, exercising sound judgment in navigating competing priorities

The Division Coordinator will provide support to Division Chief and Division faculty on administrative processes related to staff and faculty hiring, including supporting faculty recruitments, coordinating search activities, and ensuring compliance with institutional requirements. They will be responsible for managing the Division Chief's complex calendar, coordinate division-wide meetings, conferences, lectures, and provide support for general division business needs.

This position is responsible for preparing presentation materials, manuscripts, grants, progress reports, and media to support academic and program needs. The Division Coordinator will provide key support to division faculty including communicating and processing payments, billing invoices, purchase orders, reimbursements and travel. Coordinates and attends divisional meetings as well as take notes at meetings. Coordinates audiovisual equipment needs, catering, and facilities tasks. Independently draft correspondence on behalf of Division. Oversee the program administration of conferences, lecture series, divisional website updates and social media feeds. Assorted special projects as assigned.

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.

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

• Ability to use sound judgment in responding to issues and concerns.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Proven ability to be part of a team, establishing and maintaining good working relationshipswith all external and internal customers.

• Solid organizational skills and ability to multi-task with demanding timeframes. Ability to work independently, determine priorities, complete multiple projects accurately, efficiently, and with a high level of attention to detail while working with conflicting deadlines. Must be able to prioritize workload while keeping functions in perspective and to encourage collaboration with other entities and business units to complete projects.

• Working knowledge of common organization-specific and other computer application programs. Extensive PC and software experience to include Windows, Microsoft Office Suite (Word, Excel, PowerPoint) and Internet Navigation.

• Ability to use discretion and maintain confidentiality.

• Experience with updating websites and managing social media feeds.

• Working knowledge of university policies and procedures pertaining to vendor contracts and payments as well as reimbursement process.

• Demonstrated ability to quickly grasp new computer and web applications for various surveys, etc.

• Demonstrated experience formatting manuscripts for submission.

• Demonstrated bookkeeping, accounting, and fiscal management skills to accurate calculate and process expenses.

• Demonstrated experience with UCSD travel, accounting, and purchasing processes, tools, and forms.

• Employment is subject to a criminal background check.