UCSD Layoff from Career Appointment: Apply by 12/07/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 12/19/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.
UC San Diego Health Sciences is a Vice Chancellor area within the University of California San Diego (UCSD). The organizational structure comprises of an Academic and a clinical enterprise. The Academic enterprise encompasses 19 departments and 3 professional schools (School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, and Herbert Wertheim School of Public Health and Human Longevity Science) and is dedicated to teaching and research. The clinical enterprise includes the UC San Diego Medical Center, the Jacobs Medical Center, the Sulpizio Cardiovascular Center, the Moores Cancer Center, the Shiley Eye Institute and Student Health all dedicated to patient care.
As a top-ranking, future oriented organization, we offer challenging career opportunities in a fast-paced and innovative environment. The Vice Chancellor’s Office follows a progressive philosophy of career-path development for its employees.
The Academic Resource Center (ARC) was established as a centralized business service center to provide Health Sciences departments with efficient standardized transactional support services for faculty, academics, scholars, and department liaisons in the areas of recruitment, appointment, academic reviews, personnel administration, and compensation. ARC's goal is to provide expert, timely, and accurate service and advice in support of the UC San Diego Health Science's mission of groundbreaking research, inspired teaching, and outstanding clinical care. Our Quality Standards are the operating priorities that guide the consistency of our staff and customer service experience. 2ReAct: Resourcefulness, Receptiveness, Accuracy, and Timeliness.
Under supervision, the incumbent will assist the Academic Resource Center units with administrative support for actions for academic personnel, staff physicians, scholars and trainees. Duties include assisting with the administrative management of rosters, end dates and data entry for faculty, academics, scholars, clinical trainees and staff physicians. Assist with the completion of forms, new appointment and renewal/reappointment administrative tasks (including DocuSign, internal appointment systems and databases, Service Now, Outlook). Serve as a liaison between the Health Sciences departments and ARC units, when appropriate.
Monitor, track, and transact case management submissions using a case management system and mainline phone calls and perform triage duties. Respond to inquiries and disseminate written and electronic information and forms. Assist in advising, interpreting, and analyzing applicable policies and procedures and provide recommendation to assist managers, PIs, and leadership to make an informed decision given the available options.
Provide feedback in the maintenance of the Health Sciences ARC websites. Audit and maintain appointment and visa compliance in accordance with university policies and procedures. Maintain accurate case management records.
Learns to apply professional UC Academic HR concepts, organization and / or system wide policies, and procedures in the completion of UC Academic HR assignments that are of limited scope and impact. Receives instructions on most work assignments, and regularly consults with more senior academic HR Analysts and / or manager in the course of completing assignments. Exercises some judgment within defined procedures and policies to determine appropriate action.
Four (4) years of related experience, education/training, OR a Bachelor’s degree in related area.
Acquiring knowledge of organization, college, and departmental formal and informal policies and procedures, and understanding of variances to stated policies. Ability to advise PIs and department liaisons on procedures for appointments, reappointments, and visas.
Analytical skills to conduct analysis and develop recommendations, demonstrating organizational and problem-solving skills.
Strong skills to communicate effectively, both verbally and in writing. Ability to independently compose correspondence and proofread letters, memos, and reports using correct rules of punctuation, grammar, and style.
Demonstrated ability to effectively work in various systems, with accurate data entry, document upload and client communication.
Acquiring knowledge of and ability to apply / interpret organization and college policies and procedures which govern academic HR.
Acquiring knowledge of organization's human resource management system (HRMS) and other related business software programs and systems.
Acquiring knowledge of unit academic culture and educational goals of discipline(s) served.
Understanding and knowledge of processing visa applications with preferred knowledge of UCSD visa processes.
Organizational skills to meet many concurrent deadlines on a variety of projects. Must be able to prioritize workload paying close attention to detail and accuracy.
Strong attention to detail, especially when entering data into various systems, documents and spreadsheets.