Division Administrator (Part-Time)

University-of-California,-Irvin; Fullerton (CA); On-site; USD 95,000 - 125,000; Full time

Benefits offered by this job

medical insurance

sick and vacation time

retirement savings plans

access to a number of discounts andPer

perks

Job summary

UC Irvine's Department of Pediatrics seeks a Division Administrator to organize work, supervise administrative staff, manage budgets, and improve processes within CAND, Pulmonary, and Exercise Medicine divisions.

The role requires strong university rules knowledge, budgeting, HR policy understanding, and 5-7 years of experience; a Bachelor's degree is required. This on-site position offers comprehensive benefits.

Qualifications

• Bachelors degree or equivalent with relevant experience.
• 5-7 years of relevant experience.
• Thorough knowledge of university budget, accounting and fund management processes.
• Interpersonal skills including verbal/written communication and active listening.
• Knowledge of administrative operations like event planning, fundraising, risk management, payroll and contracts.
• Strong planning, analytical, problem-solving and customer-service abilities.
• Knowledge of financial analysis and HR policies for staff and academic employees.

Responsibilities

• Organize work and supervise administrative staff.
• Oversee budgets and financial control.
• Drive process improvement and problem solving in service delivery.
• Coordinate administrative functions for divisions supporting research, clinical service and teaching.

Skills

Budget management

Administration

Staff supervision

Interpersonal skills

HR policies

Microsoft Office

Education

Bachelor's degree in related area

Tools

MS Office

Job description

Who We Are

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide. To learn more about UC Irvine, visit www.uci.edu.

The Department of Pediatrics comprises over 180 Paid and WOS faculty and over 200 affiliated/volunteer faculty at CHOC Children's Hospital and Miller Children's Hospital. Additionally, the Department employs approximately 50 staff and 56 academic staff members. The department has a robust research portfolio with several NIH grants and research in multiple areas, including exercise, neurology, psychiatry, and genetics. The UCI/CHOC residency program is the 2nd largest at UCI, with 81 residents. In addition, we have the joint UCI/CHOC fellowship programs comprising 34 fellows in the areas of neonatology, critical care, endocrinology, infectious diseases, hematology/oncology, and pediatric hospitalist. Additionally, we have a pulmonary fellowship collaborating with Millers Children's Hospital. We cover 12 pediatric sub-specialties providing services at 14 locations. In addition, we cover 19 different specialties providing services through and beyond Orange County when including our affiliate faculty at CHOC.

Your Role on the Team

Under the general direction of the Department of Pediatrics Chief Administrative Officer and the Division Chiefs, the Division Administrator will be responsible for organization of work, supervision of administrative staff, staff development across all levels, budgets and financial control, and process improvement and problem solving in the delivery of related program services within assigned divisions.

Assigned Divisions may change over time, but the position will initially be assigned to the Divisions of CAND, Pulmonary, and Exercise Medicine which consist of approximately 22 academic positions, plus an additional 20 staff positions.

In conjunction with the Division Chiefs, the incumbent will be responsible for participating in the development and implementation of long-range planning of the divisions as well as management and supervision of all operations within the divisions. The incumbent will coordinate all administrative functions for the divisions in support of its research, clinical service and teaching operations.

What It Takes to be Successful

Required:

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Solid knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Bachelor's degree in related area and / or equivalent experience / training.
• 5-7 years relevant experience

Total Rewards

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding.

• medical insurance
• sick and vacation time
• retirement savings plans
• access to a number of discounts and perks

Please utilize the links listed here to learn more about our compensation practices and benefits.

Conditions of Employment

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at [phone] or [e-mail].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization