UCSD Layoff from Career Appointment: Apply by 10/16/17 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 incumbent of this position will provide executive-level administrative support to UCSD Anesthesiology Clinical Faculty and their research groups, located at the Veteran Administration Medical Center, across from UCSD in La Jolla. Coordinate various aspects of contracts and grants development and submission including biosketch, graphs. Serve as the liaison between the Principal Investigator, Co-Investigators, and Collaborators, as well as various institutional regulatory offices regarding human subject protocols, ensuring that the information is complete, accurate and timely to meet the required deadlines. Compile and process all needed materials for grant submissions, function as liaison between your office and Anesthesiolgy Contract and Grant Analyst regarding procedures and submission requirements for proposals. Establish and maintain files on award information for grant proposals.
Provide administrative support to Clinical Faculty and researchers, including PI calendar management, word processing, spreadsheet development and maintenance, and general office management. Prepare technical material such as manuscripts, abstracts, and reviews for scientific journals, scientific presentations at lectures and at national meetings. Assist in the application of graphs, tables and other scientific data using slides and charts, on the computer to apply to manuscripts and grants. Prepare research protocols and Human Subjects Committee application forms for new protocols and for the renewal or modification of existing protocols. Make travel arrangements through the UC travel module for PIs, researchers and visiting faculty. Assist faculty and research staff with academic review files; maintaining current, electronic curricula vitae, bibliography and course review materials. Order supplies and equipment for the office and research programs. Function as liaison with faculty members and their research groups, visiting scholars, the Anesthesiolgy Business and Human Resources office and other on and off-campus organizations in matters concerning contracts and grants, employment, visas, travel, payment authorizations, shipping, high and low value purchase orders, reimbursements, audiovisual equipment, housing, catering, and facilities. Compose routine correspondence, triage phone calls, and perform library searches for scientific/medical journals. Performs other related duties as required.
Demonstrated extensive administrative experience in an office environment providing administrative support for faculty and researchers.
Strong verbal and written communications skills with ability to compose independent correspondence, and proofread letters, memos, and reports using correct rules of punctuation, grammar, and style.
Demonstrated experience managing complex calendar and travel arrangements, planning meetings both on and off site.
Strong coordination skills with prior experience preparing travel arrangements and processing reimbursements.
Ability to enter, edit, retrieve information, recognize errors, and initiate corrections while using standard software applications, such as Word, Excel, PowerPoint, Access, and email programs.
Ability to research, gather, and organize information to produce concise reports using relational databases.
Experience working online to retrieve journals, information and process business transactions.
Ability to juggle multiple tasks with changing priories and frequent interruption.
Working knowledge and understanding of New Innovations system.
Must be able to work occasional overtime.
Required to split time between two office locations - VA Medical Center, La Jolla and Altman CTRI.
Incumbent will be a UCSD employee working at the VA Medical Center and must adhere to the requirements of both institutions.
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.