Under supervision, serve as Business Operations & Fiscal Specialist for the Department of Neurological Surgery. Responsible for providing administrative support and providing support involving several functional areas including operations and fiscal. Act as a point of contact for interactions with School of Medicine, VAMC, UCSD Medical Centers, Health Sciences, Shared Services, external agencies, etc. Provide administrative support to the Department Business Officer (DBO), Department Fiscal Manager, as well as function as the primary back-up executive level administrative support for the Office of the Chair. Interface with staff, faculty, clinicians, nurses, patients, and others on department and fiscal related issues and activities.
Responsible for assisting with faculty and clinical physician recruitment's and appointments. Participate in planning and drafting procedures concerning the professional activities and business operations of the Department. Provide support in the preparation and submission of various contracts and grants when appropriate. Manage multiple complex calendars, meeting/event coordination, travel arrangements, new faculty relocation's, purchasing and other needs as required. Serve as a resource on standard operating procedures, analyze and interpret various policies, manuals, reports, regulations and guidelines ensuring adherence and compliance. Handle highly sensitive and confidential matters.
Demonstrated administrative and/or financial experience, preferably in an academic setting.
Administrative experience supporting management and/or C-level staff. Experience and proven ability to provide a high level of independent, administrative, fiscal and human resources support in a scientific, research and academic setting and for multiple faculty. Ability to perform at a high level of proficiency and competency.
Previous experience managing complex calendars, coordinating meetings and events and processing reimbursements. Knowledge and basic understanding of medical/scientific terminology.
Solid computer skills using MS Word, Excel, PowerPoint, and email. Ability to create and maintain databases, perform standard computer tasks, learn new programs/applications with minimal direction, and exercise fast and accurate typing skills. Commitment to update/maintain technology skills with relevant computer software.
Working knowledge of formats, agency regulations strict guidelines, procedures and deadlines for preparation and submission of contracts and grants proposals to federal, state and private agencies.
Proven ability to research, compile and report information for a variety of sources in an efficient manner, experience to independently formulate and compose original correspondence, reports, summaries etc., proofread work, and use proper English and grammar for manuscript preparation. Ability to correct work performed by others.
Thorough knowledge of academic review process and preparation of academic review documents (i.e. cv, biosketches, etc.).
Experience working with a broad scope of academic/staff personnel and human resource related issues including recruitment, staffing, payroll, performance evaluations, employment and immigration laws, and visas.
Excellent interpersonal skills including tact, diplomacy and flexibility with the ability to work in a team framework in conjunction with principles of community with diverse academics, staff, professionals, the public, and patients.
Strong verbal, written, and electronic communication skills that facilitate professional, effective, and courteous interaction with diverse population. Ability to effectively compose, edit and proofread letters, memorandum, minutes of meetings, and summary reports with clear and concise expression, proper grammar, style, and punctuation
Working knowledge of government and/or university regulations, policies and procedures relating to purchasing, travel, relocation, and expense reimbursements.
Proven ability to interpret policies and procedures, to propose solutions and apply them. Ability to extract, compile, analyze and effectively present pertinent information to others in an effective and easy to understand fashion.
Excellent time management and organizational and multi-tasking skills. Ability to work independently, exercise good judgement, identify problems and find solutions, establish priorities, meet multiple and frequently changing deadlines with flexibility, process a high volume of work while under pressure, and maintain a high level of accuracy.
- Knowledge of UC policies and procedures as they relate to areas of Fiscal, Payroll, Timekeeping, Human Resources,Travel and Reimbursements. Familiar with online systems including FinancialLink, Payroll/Personnel System (PPS), EmployeeLink, Blink, TravelLink, online timekeeping, etc.
- Working knowledge of basic accounting principles combined with work experience in a fiscal or financial role including, but not limited to, budgeting, reconciliations, financial analysis, projections, forecasting expenditures, interpret ledgers/data, and grant management.
- Strong analytical and problem-solving skills. Demonstrated ability to develop, organize and implement effective orientations, presentations, departmental processes and procedure manuals, etc.
- Employment is subject to a criminal background check.
- Must be able to work overtime in peak times or for special projects.
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