Academic Support Coordinator - Hybrid - 141695

University of California - San Diego Medical Centers; San Diego (CA); On-site; USD 64,000 - 92,000; Full time

Job summary

University of California - San Diego Medical Centers seeks an Academic Support Coordinator to provide high-level administrative support to the Orthopaedic Surgery Department. The role includes managing complex calendars, coordinating travel, and assisting with grant submissions and faculty advancement materials.

The incumbent will handle credentialing, licensure, and reimbursements, and will partner with multiple offices to ensure efficient operations, events, and program planning across the

Qualifications

• Demonstrated executive-level administrative skills and discretion in handling sensitive matters.
• Strong time management, organizational, and follow-up skills to meet deadlines.
• Excellent written communication and ability to prepare materials for faculty and conferences.
• Experience supporting academic advancement processes and coordinating complex faculty schedules.

Responsibilities

• Provide independent executive-level support for the Department's missions and projects.
• Manage and coordinate complex calendars, meetings, and travel arrangements.
• Assist with grant and industry submissions and prepare academic files for faculty advancement.
• Coordinate credentialing and licensure activities and support conference planning.
• Assist with purchasing, reimbursements, and financial reconciliation per UC policy.
• Liaise with internal and external offices regarding policy and process improvements.

Skills

Executive-level admin

Calendar management

Analytical thinking

Discretion & confidentiality

Microsoft Office & Adobe Acrobat

Travel arrangement

Grant submissions support

Tools

Word

Excel

PowerPoint

Adobe Acrobat

UCSD Travel link

Job description

This is a UC San Diego Internal Recruitment open to UCSD and UCSD Health System Staff Only

DESCRIPTION

The Department of Orthopaedic Surgery at UC San Diego School of Medicine is a diverse patient, research, education, and academia focused, high-performing Department with a commitment to quality, collaboration, innovation, and continuous improvement. Orthopaedic Surgery provides treatment for disorders of the musculoskeletal system, offering comprehensive and innovative services. The Department offers a full spectrum of musculoskeletal clinical care, specializing in foot and ankle, hand and microvascular surgery, joint reconstruction, physical medicine and rehabilitation, spine, sports medicine, orthopaedic oncology, and trauma. Research expertise includes advancements in muscle metabolism and physiology, neuromuscular bioengineering, intervertebral disc, and musculoskeletal physiology and epidemiology. The Department supports an ACGME accredited residency program and fellowship in hand and microvascular surgery, as well as fellowship programs in joint reconstruction, spine, and trauma.

The Academic Support Coordinator will provide independent executive-level support for various missions needs within the Department. Position will manage and facilitate a variety of tasks, including Department projects and development opportunities, manage educational, clinical, and research conferences and meetings, assist with grant and industry submissions, prepare academic files for advancement on behalf of faculty, manage credentialing and licensure, and manage complex calendars. This position requires tact, diplomacy and discretion on a wide variety of complex and sensitive issues. Acts on the behalf of the Department on standard and non-standard department business operations and interpret and analyze situations using independent judgment, strong organizational skills, and the ability to be flexible as demands and priorities change. Ensure the efficient and effective functioning of the day-to-day activities for the office(s) and faculty which the position supports. Position is expected to assist with projects, submit reimbursement, facilitate purchasing, mange logistics with meetings, conferences, presentations, and other faculty specific activities and provide financial reconciliation and oversight in accordance with UC policy recommending solutions as problems arise. Position is responsible for performing library searches in scientific/medical journals and assist faculty in preparing technical materials such as manuscripts, abstracts and reviews for scientific journals and presentations.

Incumbent will also function as a member of the business office and will function as liaison with other on and off-campus organizations in matters concerning academic reviews, credentialing/privileging, licensure, program management, travel, pay authorizations, shipping, purchasing, reimbursements, audiovisual equipment, room reservation, catering, and space and facilities planning. The incumbent will independently compose correspondence and answer inquiries maintain confidentiality. Academic Support Coordinator will problem solve and make recommendations for process improvement to faculty and staff for consideration and implementation. The position will periodically assist Department sponsored programs and events as needed. The positions serve as a resource to others regarding policy and procedures and will participate in the long-term planning. The Orthopaedic Surgery Business Office operates in a highly collaborative fashion. Although each employee is assigned a specific set of functions and goals, it is the expectation that each member of the business office will offer a high level of customer service to anyone who requests assistance. Participate with the Residency and Fellowship Program interviews. Position to complete other duties as assigned.

MINIMUM QUALIFICATIONS

• Demonstrated skill to analyze, formulate solutions, and resolve problems independently while maintaining strong professional relationships. Experiences in working with and supporting academic advancement processes and coordinating complex faculty schedules involving clinical, teaching and research responsibilities.
• Knowledge of basic bookkeeping and fiscal tracking/monitoring skills.
• Strong analytical and critical thinking skills to identify problems and develop innovative solutions. Ability to examine and question policies, processes, and procedures in order to gain a stronger understanding of, as well as offer recommendations for improvement to, such items/issues.
• Strong time management, organizational and follow-up skills to prioritize and complete tasks and projects within set timelines. Ability to work under pressure to meet tight deadlines and adapt to changing priorities. Strong independent decision-making skills to effectively respond to unexpected events and crises.
• Demonstrated executive-level administrative skills, including ability to exercise independent judgment, discretion, initiative, tact and diplomacy in handling highly sensitive matters and maintaining strict confidentially.
• Strong computer skills, with experience using Word, Excel, Power Point, Adobe Acrobat to create spreadsheets, charts, or graphics to display data, and proficiency adapting programs to meet special projects.
• Demonstrated ability to conduct research, organize, interpret, and analyze information from various sources to compile reports for on-going projects using Word, Excel, Power Point, and Adobe Acrobat.
• Excellent written communication skills, including demonstrated ability to effectively compose, edit, proofread letters, memoranda, correspondence, education and lecture materials, and reports with clear and concise expression, proper grammar, style and punctuation.
• Demonstrated experience planning and making logistical arrangements for travel, events, orientations and group sessions. Ability to learn UCSD Travel link system.

PREFERRED QUALIFICATIONS

• Knowledge of University policies, procedures and practices regarding: accounting, purchasing, disbursements, financial link, mail services, conference and catering, academic and staff personnel, student affairs, affirmative action, contracts and grants, budgets, conflict of interest, animal and human subjects protocols, and business correspondence.
• Demonstrated experience managing complex calendars using Outlook and IShare. Proven experience in coordinating meetings, conferences and lectures.
• Demonstrated ability to independently coordinate multiple weekly conferences/seminars, speakers, and determine conference/seminar subject matter as needed. Knowledge of CME policies and procedures and ability to implement at the program/departmental level.
• Demonstrated ability to quickly grasp new computer and web applications for various purposes, including database updates and surveys.
• Demonstrated organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.
• Must be able to work various hours and locations based on business needs. Must be willing to work on weekends and evenings.
• Must be willing to travel between various UC San Diego locations, including Hillcrest, La Jolla, and other UC San Diego sites; VA Medical Center, and Rady Children's Hospital.

Pay Transparency Act

Annual Full Pay Range: $64,498 - $92,436 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $30.89 - $44.27

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).