University of California - San Diego #93576 Administrative Officer in San Diego, California

#93576 Administrative Officer

Filing Deadline: Wed 5/30/2018

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UCSD Layoff from Career Appointment: Apply by 05/21/18 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.


Under general direction, the Administrative Officer is responsible for supervising the administrative services for the Skaggs School of Pharmacy and Pharmaceutical Sciences (SSPPS). You will provide expert leadership and manages the full scope of administrative functions. This position also provides daily leadership and management of administrative activities and serves as the principal advisor to the Associate Dean for Business and Fiscal Affairs.

The Administrative Officer works closely with supervisor to develop short- and long-term solutions for streamlining administrative operations and managing growth. Incumbent participates in reviewing processes and procedures, independently analyzing projects containing complex information, contributing to the annual budget, staffing, contracts and grants, and curricular support services.

Additional responsibilities include management of personnel functions (hiring, training, and supervising administrative support staff), comprising complex analysis of personnel actions and practices consistent with the mission of the SSPPS and UC San Diego. Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues.


  • A Bachelor's Degree in related area; and/or equivalent experience/training.

  • Strong proven leadership skills in personnel management including experience in providing direction, knowledge of sound management practices, team building techniques, providing recommendations in hiring and performance appraisals.

  • Providing guidance and instructions and communicating in an effective, professional and direct manner, and provide disciplinary action as needed. Prefer experience managing teams of five or more individuals.

  • Proven ability to develop, analyze, and carry out program and project objectives and work with others (including subordinates) in achieving organizational goals; ability to research, gather, and organize information to produce clear and concise reports using various resources;

  • Ability to follow up with and monitor ongoing projects. Competence in understanding interpreting, and effectively communicating procedures, policies, information, ideas and instructions.

  • Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and/or personnel management within labor contract(s) and personnel policy.

  • Solid knowledge of common organization-specific and other computer application programs. Demonstrated experience using Microsoft Suite of products, Adobe Acrobat Professional and the Internet.

  • Strong analytical and problem-solving skills with ability to analyze situations, identify existing or potential problems, recommend solutions, determine and implement procedures to accomplish effective resolution.

  • Demonstrated knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.

  • Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others. Skill at negotiating with various personalities and developing internal and external network of contacts.

  • Excellent interpersonal, as well as written and verbal communication skills (using grammatically correct written English and accurate typing) to interact with a variety of personalities at all levels of the organization, exercising tact, mature judgment, diplomacy and flexibility to promote positive working relationships and job effectiveness.


  • Demonstrated experience working in a research intensive academic organization.

  • Knowledge of UC human resources and personnel policies. Experience with staff recruitment within the UC system. Experience working with UC labor relations and employee relations.

  • Knowledge of IFIS, Marketplace, FinancialLink, JDOnline, MyPayments, and MyTravel. Knowledge of contract and grant procedures and regulations.


  • Employment is subject to a criminal background check.

  • Must be able to work outside the normal business day to meet business needs and participate in special events.

  • Must have reliable transportation to participate in meetings at multiple campus locations.

  • Must be willing to work near a laboratory environment.

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UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

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Commensurate with Experience



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Work Schedule:

Days, 8 hrs/day, Monday-Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.