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Business Office Associate - Hybrid - 134034

UC San Diego
United States, California, Oakland
1111 Franklin Street (Show on map)
Jan 24, 2025
Business Office Associate - Hybrid - 134034
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Job Description
Filing Deadline: Thu 2/6/2025
UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 01/28/2025 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 02/06/2025. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of working both onsite on Campus and remote.

DESCRIPTION

UCSD Department of Psychiatry is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in advanced educational programs, cutting-edge research, and state-of-the-art clinical services. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

Under general supervision, the incumbent will work as Business Office and Clinical Division Administrative Associate, providing high-level administrative coordination and support to the Department of Psychiatry Business Office and Clinical Division. Incumbent will use tact, diplomacy and discretion to handle a wide variety of complex and sensitive assignments. Analyze and formulate options to resolve a variety of concerns arising from department faculty, post docs, staff and public, providing individual guidance when necessary, and identifying which issues need to be brought to the Administrative Vice Chair for resolution. Manage multiple special projects for the Administrative Vice Chair and Associate Business Officer with a high degree of professionalism in a time-pressured environment.

Serve as primary liaison between Business Office and other on and off campus organizations and vendors in matters concerning relocations, inter-departmental moves, travel, payment authorizations, Environmental Health and Safety issues, shipping, high and low value purchase orders, reimbursements, scheduling, catering, and facilities management. Independently manage administrative accounts for the Department of Psychiatry, monitoring departmental funds ensuring that they are in line with the budget. Serve as a key resource for faculty and staff providing information related to university policies and procedures regarding appropriate spending, entertainment, travel and reimbursement policies. Process cost transfers, budget adjustments and other adjusting entries. Participate in the short- and long-term planning of business activities and perform all the other duties and responsibilities as needed.

MINIMUM QUALIFICATIONS
  • Six years of related experience, education/training, OR a Bachelor's degree in related area plus two years of related experience/training.

  • Ability to use sound judgment in responding to issues and concerns. Decision-making skills to effectively respond to unexpected events and crises.

  • Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

  • Solid organizational skills and ability to multi-task with demanding timeframes.

  • Working knowledge of common organization-specific and other computer application programs.

  • Ability to use discretion and maintain confidentiality.

  • Demonstrated experience and knowledge in managing administrative and clinical funds.

  • Proven ability to control situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities.

  • Solid 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.

  • Demonstrated ability to act on initiative and exercise independent judgment in executing a wide variety of functions while maintaining absolute reliability in handling confidential and sensitive matters.

  • Demonstrated experience in reviewing and monitoring fiscal data to reconcile account balances with general ledgers and other financial documents.

  • Demonstrated experience in preparing cost analysis, forecasting and ad-hoc reports and experience in coordinating fiscal closing procedures, ensuring compliance with University and agency requirements and preparing financial close-out reports.

  • Demonstrated working knowledge of and experience in performing transaction sampling for departmental administrative and clinical accounts.

  • Demonstrated work experience in coordinating faculty relocation process working with all parties involved including but not limited to prospective faculty, academic personnel, department administrators, moving companies, etc.

  • Demonstrated experience in working with faculty and all involved central offices and Business Contracting to ensure that service and affiliation agreements with outside organizations are set up in the HS Agreements Application and renewed in a timely manner.

  • Experience in performing administrative analysis, analytical research and financial reporting for clinical operating units, programs, and projects; and proven ability to prepare monthly financial statements and project-based financial reports for the clinical services and its providers.

  • Proven ability to perform monthly reconciliations, tracking and project costing activities. Process cost transfers, budget adjustments and other adjusting entries.

  • Experience to support coordination efforts with a variety of external and internal contacts; research organizational structures, policies and procedures and summarizes best practices in field. Provides technical guidance and quality assessment as required.

  • Demonstrated experience facilitating call coverage calendars and coordinating any shift/payment discrepancies using Qgenda.

  • Demonstrated experience assisting AVC with coordination of Expenditure Commitments Committee (ECC) requests for new provider position and coordinating onboarding for new providers including facilitation of credentialing, privileging, payer enrollment, securing clinic space, following up on HR-related tasks, and orienting new providers to the DOP Clinical Division.

PREFERRED QUALIFICATIONS
  • Working knowledge of UCSD policies and procedures, including the willingness to understand, explain and enforce these policies when required.

  • Knowledge of University policies, procedures and practices regarding accounting, purchasing, disbursements, FinancialLink, travel, entertainment, express cards, key requests, imprints, mail services, conferences and catering.

  • Working knowledge of the academic, research and clinical department, its policies and key contacts in both the department and campus administrative offices (Dean's Office, Purchasing, Disbursements, Human Resources, Accounting).

  • Demonstrated experience in collecting and processing payments through the Cash Deposit System for all Service Agreements.

SPECIAL CONDITIONS
  • Employment is subject to a criminal background check.

  • Must be able to work overtime, evenings, and weekends as needed.

  • Expected to work on-campus a minimum 3 days per week.

Pay Transparency Act

Annual Full Pay Range: $66,252 - $102,416 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $31.73 - $49.05

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).

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 is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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.

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.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy
  • Abusive Conduct in the Workplace
Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Apply Online
Payroll Title:
ADMIN OFCR 2 CX
Department:
PSYCHIATRY/Dept. Central Admin
Hiring Pay Scale
$31.73 - $49.05 / Hour
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Monday-Friday
Click Here to
Apply Online
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Business Office Associate - Hybrid - 134034
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La Jolla, CA

Posted: 1/23/2025

Job Reference #: 134034

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