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#108788 Division Administrator

Extended Deadline: Fri 6/25/2021

UCSD Layoff from Career Appointment: Apply by 04/09/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 04/21/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This posting will remain open until filled.


The Department of Medicine is responsible for fulfilling the teaching, research, and clinical missions of the University of California, San Diego and employs 500+ full-time salaried faculty members and 150+ academic appointees. Staff personnel include 800+ staff in 9 bargaining units, students, and volunteers. There are over 250 clinical faculties practicing at multiple sites and hospitals. Professional fee billings for the department exceed $50 million with collections of over $19 million per year. The total annual budget is approximately $170 million, which includes contract and grant revenues, clinical practice and medical center funds, and other state and private endowment funds.

Under general supervision of the Administrative Vice Chair (Department Business Officer) of the Department of Medicine, with work direction from the Division Chief, the Division Administrator is responsible for overseeing and managing all clinical, administrative, academic, research, training, marketing and financial activities for the Division of Gastroenterology that consists of approximately: faculty (19 professors, 15 assoc. prof, 12 asst prof, 5 instructors, 22 voluntary), researchers (7 project scientists), fellows (12), post docs (13), staff (42). Sq ft of space in lab (11,072 sq ft), clinic (7,496 sq ft), division offices (4,170 sq ft), etc. ($2.3 million in clinical collections, $9 million in total charges), research, clinical trials (20), CSA (1) etc. Number of grants (30 awards in ’07, for approx. $5million) (Currently have one NIH PO1 award, one T32 Training grant, 15 NIH R awards, 4 K awards—just awarded 5-year R-24 award: NIH Digestive Diseases mini-Center Grant). Complexity of clinical services- (several clinical sites: Perlman, Thornton, Hillcrest and UASC) (Multiple sub-specialty programs: Liver transplant, Hepatology, Advanced & capsule endoscopy, Motility, IBD, Celiac disease, Familial colon cancer screening).

The Division Administrator is responsible for short and long-term development and implementation of policies and procedures for fiscal, administrative and operational management. Must successfully collaborate with division chief, clinical service chiefs, faculty, medical center, medical group, department leadership, and campus leaders to ensure divisional and departmental goals and objectives are achieved through initiative and management leadership. Will develop the operational reporting structure, providing growth and development opportunities to staff regardless of reporting relationship. Will provide sound management of resources. Responsible for all aspects of clinical trial contracting, pre and post-award, all aspects of Clinical Service program development, contract negotiation, implementation and administration. Will negotiate resources for program development (Including referral development), special contracting and outreach activities.

Will anticipate academic needs, assist with recruitment of new faculty, direct merit and promotional process, prepare matrices for faculty indicating income, research, clinical and teaching activity. Supervise, hire, train administrative and support staff. Complex analysis of all revenue/expense reports. Prepare annual budgets, forecasting revenue, anticipating growth trends and maximizing clinic sessions. Responsible for approving all expenses for various cost centers and division accounts. Assist faculty in procuring grants, clinical trials and other research contracts, and developing appropriate cost accounting tools. Responsible for IT needs of division. Participate on committees that benefit the division and the department. Adhere to UC policy and procedure in performing all duties of the position.

Responsible for supervising the administrative services of a large academic department within a school OR college OR non-academic department (program). Typically reports to a manager. Administrative services include all or some of the following functions: IT, facilities, student services, contracts and grants, budgetary financial management and/or human resources. Supervises support and/or professional staff.


  • Nine (9) years of relevant experience OR a Bachelor's degree in related area plus five (5) or more years experience/training preferably in an academic, clinical, or healthcare environment.

  • Advanced skill and knowledge in management principles, practices and techniques.

  • Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and/or personnel management within labor contract(s) and personnel policy.

  • Proficient knowledge of common organization-specific and other computer application programs.

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

  • Solid skills to quickly evaluate complex issues and identify resolutions.

  • Thorough knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.

  • Demonstrated skills in employee supervision and HR administration.

  • Experience and proven knowledge of statistical reporting and mathematics using computers and software to prepare reports and budget projections.

  • Experience performing complex analyses involving programmatic and fiscal considerations, formation of action plans, and independently making decisions in all aspects. Experience managing budgets, coordinating multiple projects, and adapting programmatic objectives to changes in resources as affected by budgetary issues.

  • Experience developing and implementing short and long-range plans and strategies by applying trends, projections, growth, and anticipated goals of the Division.

  • Demonstrated knowledge in fellowship training program requirements, policies and procedures.

  • Ability to interpret policies and formulate workable plans, strategize, and offer solutions to faculty and staff.

  • Thorough knowledge of contract and grant procedures and regulations.

  • Skill to compose correspondence independently on behalf of the Division Chief, applying correct format, grammar, etc. Ability to convey complex concepts in writing and verbally in a professional and effective manner. Ability to communicate clearly and effectively in verbal and written formats; Fluency in English required.

  • Ability to maintain strict confidentiality.

  • Strong track record of successful leadership with attention to profit margins, enhancing revenues and controlling expenses.

  • Strong leadership skills in personnel management including experience in providing direction, knowledge of sound management practices, team-building techniques, providing recommendations in hiring and performance appraisals; providing guidance and instructions and communicating in an effective, professional, and direct manner, and provide disciplinary action as needed.


  • Experience in a research environment.
  • Knowledge of applicable UCSD policies and procedures governing academic and staff personnel, accounting, contracts and grants, purchasing, equipment and space inventory, and other areas related to the responsibilities of the position.
  • Mastery of analytic tools including Excel, Access, Pivot tables, Cognos, Financial Link, clinical databases required, clinical forecasting required. Quality management databases, data mining techniques.


  • Employment is subject to a criminal background check.
  • Must be able to travel and attend meetings and conferences both in and out of state.
  • Must be able to travel to off-campus locations.
  • Must be able to work various hours and locations based on business needs.

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:
MEDICINE/Gastroenterology & Hepatology
Salary Range
Commensurate with Experience
East Campus
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday- Friday


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