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#103419 Faculty Administrative Specialist

Filing Deadline: Tue 1/28/2020

UCSD Layoff from Career Appointment: Apply by 1/16/20 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 1/28/20. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Department of Medicine (DOM) is the largest department within the UCSD School of Medicine and is responsible for fulfilling the teaching, research and clinical missions of the University of California, San Diego School of Medicine. Division of Gastroenterology and Heaptology, dynamic nature often necessitates shifting priorities, creating new initiatives, and making changes to personnel and space assignments.

Under the general supervision of the Division Administrator, Gastroenterology & Hepatology, the Faculty Administrative Specialist will be responsible for providing the highest quality of analytical, programmatic, administrative and fiscal support to over 91 Academic appointments, 67 staff appointments and 13 fellows. Gastroenterology & Hepatology is a dynamic division that changes with the nature and scope of Division and Department of Medicine operations, especially research activities.

The Faculty Administrative Specialist is responsible for the administration of the divisional program coordination and management of divisional financial, academic and research programs. Coordinates and develops programs, adhering to program goals and objectives. Evaluates ongoing activities and provides feedback to the Division Administrator to maximize the effectiveness of the programs.

Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. Will supervise staff and students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.


  • A Bachelor's Degree in related area; and/or equivalent experience/training.

  • Three (3+) or more years of senior-level administrative experience in an academic, research or healthcare setting supporting management and executives.

  • Demonstrated experience coordinating meetings, events and conferences for executives.

  • 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.

  • Strong interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.

  • Demonstrated 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.

  • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.

  • Ability to use discretion and maintain confidentiality.


Solid knowledge of common University-specific computer application programs.


Employment is subject to a criminal background check.

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, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic 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.


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 School of Medicine
Payroll Title:
Salary Range
Commensurate with Experience
La Jolla Medical Center
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Work Schedule:
Days, 8 hrs/day, Mon-Fri


As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.