#120662 Administrative Officer-Postpartum

DESCRIPTION

The Administrative Officer is an essential partner within a busy, specialty nursing division of Women & Infants. This role coordinates essential tasks, communications, and key reports to ensure optimal outcomes and efficient operations for the nursing leadership team. Primary responsibilities include meeting and calendar management, interview scheduling for new applicants, ensuring timely payments for organizational memberships, and philanthropy fund management. Requires a high level of interpersonal communication, productivity, responsiveness, and problem-solving.

Additional responsibilities:

• Managing the recruitment process, coordinating interviews for all new hire positions, including quarterly New Grad Hiring process in coordination with multiple departments.
• Assesses and recommends modifications to existing hiring and HR processes
• Maintains policy and procedures updates and website.
• Performs recharge functions.
• Prepares preliminary budgetary reports.
• Drafts newsletters and informational content for distribution.

Independently manages special projects for the Director - Coordinating, attending, and providing administrative support for various meetings for the Director. This includes meeting scheduling, minutes, managing and optimizing multiple databases and developing report outs. Assists Director and Unit Managers with drafts responses to various sensitive correspondence. Independently takes initiative to solve all issues and problems while doing business, setting priorities and directing and handling as appropriate while maintaining standards of professionalism and strict confidentiality.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in a related area and/or equivalent experience/training.
• Three (3) or more years of relevant experience.
• 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, basic fundraising processes, 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.

SPECIAL CONDITIONS

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check and pre-employment physical.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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 is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and and dozens of outpatient clinics. 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 Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

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.