University of California San Diego
Location
La Jolla, CA | United States
Job description
UCSD Layoff from Career Appointment : Apply by 2/09/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants : Apply by 2/22/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The UCSD PACE Program is dedicated to the education of physicians and other healthcare professionals and to the detection, evaluation, and remediation of deficiencies in medical practice. The goal is to assist the medical profession in delivering the highest quality of health care to the citizens of the United States. Our talented staff members are committed to the principles of teamwork, innovation, and accountability as we aspire to set the standard of excellence within the medical assessment and remediation community.
As the PACE Office Administrator, this position requires excellent organizational skills and high attention to detail. In addition, candidates must possess advanced customer service skills and a professional attitude. This position will be responsible for providing high levels of customer service when answering phones, taking messages, and transferring calls. Responsible for opening, logging, and distributing of all incoming mail. Responsible for data management and entering new records in PACE Data Base and creating participant folders on shared network drive. Position is responsible for processing and logging credit card and check payments, and requesting courier pick-up of checks for deposit as necessary. On a daily basis, the position will provide the Associate Director with a payment log.
The position will independently create purchase orders (PO) with new vendors as needed and renew existing POs annually. The position is responsible for paying various vendors via PO and non-PO payments. The position will also submit refund payments for participants who were overcharged or cancel their participation in a program(s).
Position is responsible for travel administration: review requests for travel approval, advise travelers of special approvals which may be required, supports travelers with travel arrangements, Travel Cards, prepare online advance requests, and process travel expense vouchers in a timely manner. The position will ensure that all travel charges are made appropriately and conform to existing University regulations. Similarly, the position is responsible for administrative meetings and special event administration and reconciliation.
The position is responsible for maintaining the space and overall organization and presentation of the office. Independently responsible for maintaining an inventory of office supplies (including water and coffee services) and ordering additional supplies as needed. Other office maintenance duties include ensuring that all equipment and potential fire hazards are turned off and unplugged at the end of each day.
The position requires excellent written and verbal communication skills and have the ability to work with diverse personalities, resolving routine inquiries by managers and problems with vendors.
Strong knowledge of financial management and bookkeeping principles. Understanding of financial statements and ability to analyze financial data and computer-generated information. Provide advice based on research.
Strong demonstrated ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc.
Proficient use of MS Outlook, Word, and Excel, and Internet browsers such as Internet Explorer, Chrome, etc.
Strict attention to detail and ability to accurately complete documents in a timely manner. Ability to prioritize and self-motivate.
Strong written and verbal communication skills. Ability to compose documents and communicate verbally in English using correct grammar, spelling, and punctuation.
Strong interpersonal communication skills: ability to interact, using tact and diplomacy, with diverse personalities including participating physicians, academic faculty, staff, student employees, and other institutions/organizations.
Demonstrated ability to independently follow tasks through to completion and to take ownership of work performance.
Ability to follow established work hours and report to work on time each day.
Prior related experience providing administrative support in a comparable setting.
Proficiency with Oracle Financial Services (OFC), Concur, Payment Works, Payment Compass, OFC Procurement, and other UCSD online software systems.
About University of California San Diego
UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.
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