Faculty and Division Support Admin University of California San Diego - Military Veterans

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UCSD Layoff from Career Appointment : Apply by 01/18/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Special Selection Applicants : Apply by 01/27/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance. This position will remain open until filled. DESCRIPTION The Division of Dysmorphology and Teratology is involved in four major areas: 1) providing clinical services to patients with birth defects and developmental disabilities, 2) providing public health services in counseling patients, providers and education to the public about prenatal exposures and exposures during breastfeeding and their impact on child development and health, 3) a teaching program that includes undergraduate students, graduate students in epidemiology, medical students, and post -doctoral students, pediatrics, epidemiology, health behavior, global health, pharmacy, and other specialties; and 4) conducting clinical research. The Center for Better Beginnings within the Division of Dysmorphology and Teratology in the Department of Pediatrics at UCSD conducts research studies to better understand the causes, prevention and treatment of birth defects and developmental disabilities. Research programs and projects within the Division involve federal, state and industry sponsored grants and contracts totaling over $40 million. These encompass national and international studies that require complex interrelated infrastructure and shared resources both within the Division and with collaborators and subcontractors outside the Division. Incumbent provides administrative support for the Division of Dysmorphology and Teratology. Position requires tact and strict confidentiality in the handling of sensitive information, as well as independent judgment and organizational skills to prioritize demands of the Division faculty, PIs, and managers. Duties include but are not limited to: scheduling and managing calendars for Division faculty/PIs; establishing, arranging, and reconciling travel events; providing academic affairs support to Division faculty and academic staff; assisting with funding applications, submissions and renewals; serving as a liaison with outside departments, organizations, agencies, and the general public; processing and reconciling charges and expenses for the Division; attending and recording minutes for meetings; ordering supplies and equipment; and preparing correspondence and documents as needed. MINIMUM QUALIFICATIONS Demonstrated experience at mid-level administrative support and ability to represent the Division and its faculty/PIs in a highly professional and positive light to all contacts. Proven administrative skills including maintaining calendars, scheduling meetings and conferences, answering phones, and organizing and maintaining files. Advanced skills and experience using web-based technologies, spreadsheets, databases and word processing software, including Microsoft Word, Excel, Outlook, Meeting Maker, PowerPoint, Filenet. Experience planning and making complex logistical arrangements for events and travel. Experience independently researching, compiling, organizing, interpreting and selecting data/materials from various sources. Effective interpersonal skills, including tact, diplomacy and flexibility. Ability to interact effectively with faculty and other individuals at all levels within and outside the University to promote positive relationships and to ensure that their needs are met. Experience proofreading and editing a wide variety of documents with knowledge and proper use of English grammar and punctuation. Excellent communication skills, oral and written. Ability to communicate ideas and issues clearly, concisely, and accurately to diverse personalities with varying concerns. Proven experience providing academic support to faculty including but not limited to maintaining CVs, BioBibs, and other documents required for grant/contract proposals and/or academic merit/promotion review. Demonstrated analytical skills including being able to analyze procedures and create new ways to improve procedures for the division. PREFERRED QUALIFICATIONS Knowledge of federal, state, and private agency requisitions as they relate to contract and grant preparation and administration. Knowledge of UCSD policies and procedures as well as UCSD systems (e.g. Oracle, Concur, Service and Support, Kuali) for processing reimbursements, payments, electronic travel vouchers and advances, purchase orders and requisitions, check requests, and campus recharges. SPEC

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