Division Coordinator, Colorectal Surgery Division - 140051

#140051 Division Coordinator, Colorectal Surgery Division

The Division Coordinator for Colorectal Surgery will provide high-level administrative support to the Division Chief and faculty of the Division, which requires tact, diplomacy and discretion on a wide variety of complex and sensitive issues. Using independent judgment and strong organization skills, will provide analysis in triaging correspondence and telephone calls and drafting correspondence, preparation of reports, book chapters and manuscripts, as requested. Incumbent will also provide administrative support to all division faculty and personnel. Incumbent will participate in planning and make significant contributions to the short and long term goals of the Divisions in conjunction with the Administrative Director and Administrative Vice Chair. Act as liaison with School of Medicine, Research Service Core, Office of Contracts and Grants, Department Business Office, International Center and federal and private granting agencies. The Administrator will maintain, extract, analyze, interpret and report on data from sensitive and confidential information in electronic and paper form. Responsible for daily calendar, correspondence and assist in the preparation of academic review files. Work with Medical Staff Office to renew hospital privileges and effectively manage credentialing process. Track memberships to professional organizations, renewing memberships as appropriate. Update Chief's CV, bio-bibliography and manage/organize database of publications and other relevant material for academic reviews. Assist with special projects and tasks, as assigned.

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational programs. Analyzes and resolves operational problems of moderate scope. Leads special projects that are complex in nature.

Minimum Qualifications:

• Four (4) years of related experience, education/training, OR a Bachelor's degree in related area.
• Ability to use sound judgment in responding to issues and concerns. Demonstrated ability to resolve conflicts with creativity and authority while maintaining a professional relationship. 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 communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Ability to interact with a variety of people, including high-level executives, civic leaders, and members of the community from diverse cultures and backgrounds. Ability to exercise political acumen and maintain strict confidentiality (in interactions with both internal and external people) concerning work-related information.
• Solid organizational skills and ability to multi-task with demanding timeframes. Ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.
• Working knowledge of common organization-specific and other computer application programs. Experience using IFIS, Microsoft Word, Excel, Power Point, and EPIC.
• Ability to use discretion and maintain confidentiality.
• Demonstrated experience with complex calendaring, travel, and event planning.
• Solid proofreading and editing skills to ensure accuracy and correct grammatical content of documents. Strong composition, editing, and proofreading skills to review copy for appropriate style, consistency, format, completeness, errors, etc.
• Ability to interpret and disseminate information on a wide variety of complex policies from various organizations.
• Experience managing day-to-day operations of busy division or practice.
• Thorough project management skills, including skill to manage complex projects.
• Thorough skills in problem recognition/avoidance/resolution.
• Skill to analyze assignments and projects, gather data and information, determine and evaluate solutions or alternatives and provide recommendations.
• Experience working in clinical settings.

Preferred Qualifications:

• Knowledge of UCSD Policy and Procedures.

Special Conditions:

• Overtime, occasional evenings and weekends may be required.
• Employment is subject to a criminal background check.