UCSD Layoff from Career Appointment: Apply by 09/16/20 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 09/28/20. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The UCSD PACE Program is dedicated to the education of physicians and other health care 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 high level of excellent organizational skills and high attention to detail. In addition, candidates must possess advance customer service skills and a professional attitude. This position will be responsible for provide 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 Access DataBase and creating hard files for all new applications received.
Process and log credit card payments, and request courier pick-up of checks for deposit as necessary. Position will independently prepare on-line entries in Financial Link including but not limited to high-value and low value purchase requests, ENPETS, and payment authorizations. 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 on-line advance requests and process travel expense vouchers in a timely manner. Ensure that all travel charges are made appropriately and conform to existing University regulations.
Use excellent written and verbal communication skills and have the ability to work with diverse personalities, resolving routine inquiries by Managers and problems with vendors. 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.
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.
Proven ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc.
Prior related experience providing administrative support in a comparable setting.
Proficient use of MS Outlook, Word, and Excel, and internet browsers such as Internet Explorer, Chrome, etc.
Excellent 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.
Strict attention to detail and ability to accurately complete documents in a timely manner. Ability to prioritize and self-motivate.
Proficiency with Financial Link, MyTravel, MyEvents, Market Place, and other UCSD online software systems
Experience with online entry of purchase requests, financial journals, ENPETS, transfers of funds, invoices, purchase orders, etc. Ability to create projects for specific expenses.
Familiarity with UCSD policies and procedures. General knowledge of campus departments and their functions.
Employment is subject to a criminal background check.
Must have access to reliable transportation
Must be willing to travel to various locations as needed
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.