#128636 Administrative Coordinator

DESCRIPTION

The University of California San Diego Atkinson Physician Assistant Education program invites applications for a 12-month, full-time position to serve as Administrative Coordinator (AC). The Administrative Coordinator is responsible for the day-to-day administrative functions of the program. The AC coordinates the collecting, maintaining, and reporting of student records, and ensures that records compliance and confidentiality are maintained in all administrative processes. The AC is also responsible for managing a variety of documents, databases, and reports for the program. This position reports directly to the Director of Administrative Services. The duties and responsibilities of the Administrative Coordinator are as follows:

• Creates and maintains electronic databases
• Creates and maintains paper and electronic files to hold required program documents
• Assists in establishing and enforcing standards, policies, and procedures for the purpose of ensuring that electronic and paper files and records are accurate, complete, maintain confidentiality, and compliant with all applicable requirements.
• Plans, creates and produces a variety of written materials such as forms, correspondence, invoices, reports, records, templates, models, and other documents of similar complexity.
• Coordinates documents and tracks pertinent data to meet the ARC-PA accreditation information and reporting needs of the program.
• Collects and compiles data from a wide variety of sources.
• Maintain a neat, organized, and inviting reception area for the program. Answer questions and direct inquiries from students, faculty, and visitors.
• Compose and send letters, memoranda, and electronic correspondence and receive and answer correspondence and assist in the timely management of all communications, both written and electronic.
• Type reports and other documents as needed and provide clerical functions such as printing, copying, scanning, faxing, and filing.
• Record and produce minutes for designated meetings.
• Assist with the coordination of travel arrangements, authorizations, and expense reimbursements.
• Assist in planning and coordinating visits by distinguished guests, ensuring appropriate officials, administrators, and others are notified of visits.
• Monitor and maintain office supplies and materials.
• Participates in program/learner events as appropriate i.e., new learner orientation, applicant interview days, white coat ceremony, ARC-PA accreditation site visits, graduation, etc.
• Assists with exam proctoring as needed.
• Other duties as assigned by the Program Coordinator or the Associate Dean/Founding Program Director

MINIMUM QUALIFICATIONS

• Minimum of 3 years full-time experience in an administrative position in a service-oriented office.

• Working knowledge of computer applications including MS Word, MS PowerPoint, MS Excel, Teams, Outlook, and Zoom.

• Front desk/phones/customer service experience working with students and visitors.

• Dependability and reliability.

PREFERRED QUALIFICATIONS

• Academic administrative support in a student focused area, providing meeting minutes, maintaining electronic files, calendaring, event planning and support, performing tasks in UC San Diego systems.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.

• Occasional evenings and weekends may be required.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.
If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our 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.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

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: http://www-hr.ucsd.edu/saa/nondiscr.html

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

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.