UCSD Layoff from Career Appointment: Apply by 9/15/17 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.
UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.
The Alzheimer's Disease Cooperative Study (ADCS) consists of 7 cores, 22 committees, 37 research sites that are members of the consortium/Steering Committee, and an additional 40 or more research sites located across the U.S. and Canada that participate in one or more trials coordinated by the ADCS. Annual funding for the ADCS grant is approximately $10 million. The ADCS provides expertise in developing Alzheimer's disease related protocols and is the coordinating center for multiple clinical trials of varying sizes and complexity under subcontracts funded by NIH and clinical trial agreements with industry.
The Project and Executive Administrative Specialist will serve as the key resource for the Director of Alzheimer's Disease Cooperative Study/Dean of Alzheimer's disease and Neurodegenerative Research. The Project and Executive Administrative Specialist must provide executive-level administrative support to the Director/Dean on a wide-range of assignments involving the highest level of administrative work associated with a high-volume, fast-paced, environment with constantly changing priorities. The incumbent will work with the Business Operations Specialist and/or Chief of Staff to review and resolve problems that may arise.
The Project and Executive Administrative Specialist will manage and provide high-level operational, administrative, research, and fiscal support to the Director/Dean which requires tact, political acumen, diplomacy, and discretion on a wide-variety of complex and sensitive matters, and will also be responsible for office administration, schedule speaking engagements and meetings. The Project and Executive Administrative Specialist will follow best practices and will compile and analyze information to provide long-range planning, and will implement any necessary policy or procedural changes. The incumbent will also provide administrative training to other staff, delegate applicable tasks and coordinate completion of diverse projects, and will serve as a liaison to faculty, administrative staff, the Office of the Chancellor, the Health Sciences Dean's Office, the Department of Neurosciences Business office, other universities and academic institutions, professional societies, committees and organizations, and to the other campus departments, state and federal government agencies. Support all faculty recruitment activities for the Dean/Director, from arranging interviews to liaising with ARC to on-board new faculty.
Additional responsibilities include general fiscal support such as preparing reports, reconciling complex travel reimbursements, managing expenses, analyzing fiscal data and internal controls, and cost management. The incumbent will also prepare technical materials and information for meetings and events. Provide academic support such as updating CV, UCSD Bio Bibliography, NIH biosketches, submissions for publication, updating listings of grants, bibliography updates for programs in EndNote, as well as support the processing of Visas. The incumbent is also responsible for the Dean/Director's complex calendar and assist the Chief of Staff and Core Directors with scheduling appointments, teleconferences, and other administrative tasks as needed.
Extensive experience in managing operation of Director/Dean's Office while implementing any policy or procedural changes.
Executive level administrative experience in order to perform the essential functions of the position to include office administration and management, complex scheduling, international and domestic travel arrangements, and long-range planning.
Proficient in research and multiple computer skills and software programs (e.g., Microsoft Word, Excel, PowerPoint, Outlook, electronic mail, Visio, automated calendaring systems) and programs such as internet browser applications. Strong demonstrated working knowledge of database systems such as FileMaker and Access, and reference software packages such as EndNote. Experience to conduct searches on the internet and use library information sys
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