DESCRIPTION

The Department of Pediatrics is one of the largest departments within the School of Medicine with approximately 250 Faculty, 127 postdoctoral fellows (both MDs and PhDs) along with over 320 support staff (not including hospital staff). In addition, the Department has 68 clinical residents distributed across the Divisions. The missions of research, education and patient care are intertwined, and are integral to the goals of the department.

The Department manages a university-affiliated children's health system with the physicians and leadership of the University of California, San Diego (UCSD), Rady Children's Hospital, and Rady Children's Specialists of San Diego, a Medical Practice Foundation, unifying pediatric patient care, research, education and community service programs.

Under the general supervision of the Executive Vice Chair/Division Chief and the Director of Administrative Operations, the Administrative Coordinator provides administrative support to assigned divisions within the Department of Pediatrics. Work direction will be provided by the Executive Vice Chair and Division Chief; Incumbent serves as the divisions' contact with academic, clinical and research components, using independent judgement and the ability to effectively communicate information related to these activities over the phone, inter-personally, or in correspondence. Independently analyze, organize and prioritize daily activities of assigned divisions, including coordination of meetings (on and offsite) and travel arrangements, processing expense reimbursements and express card receipts, providing support for academic file requirements and facilitating completion of reports.

Assists with the creation, updating and/or formatting of job descriptions; Coordinates travel and itineraries for recruitment candidates and visiting lecturers; Coordinates purchase of lab supplies and equipment; Coordinates household move/relocation activities for new faculty; Coordinates office and lab moves; Assists faculty with new and continuing contract and grants (pre and post award) facilitating communications with fund managers and ensuring compliance with University and agency deadlines, policies and procedures. May be asked to act as Fellowship Coordinator as needed. Will serve as the divisions' liaison with the Rady Children's Specialists of San Diego and Pediatrics Business Office to perform special projects, and respond to queries regarding complex issues and information.

MINIMUM QUALIFICATIONS

• Advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.

• Superb interpersonal skills to successfully interact with a variety of people, including high-level executives, civic leaders, members of the community from diverse cultures and backgrounds.

• Proven excellent computer skills, including at least intermediate-level ability with Microsoft Office programs. Ability to create complex spreadsheets and Word documents.

• Demonstrated experience with complex calendaring, travel, and event planning.

• Skill in analyzing information, situations, practices, or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.

• Demonstrated ability to resolve conflicts with creativity and authority while maintaining a professional relationship.

• Ability to control situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities.

• Demonstrated ability to communicate effectively, diplomatically, and professionally, both orally and in writing.

PREFERRED QUALIFICATIONS

• Ability to interpret and disseminate information on a wide variety of complex policies from various organizations.
• Knowledge of UCSD Policy and Proc
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