Division Coordinator - Medicine - 139295
University of California - San Diego Medical Centers, San Diego, CA, United States
This is a UC San Diego Internal Recruitment open to UCSD and UCSD Health System Staff Only
Apply by 04/27/2026 for consideration with preference for rehire.
Description
The Department of Medicine (DoM) is the largest department within the UCSD School of Medicine (SoM) and is responsible for fulfilling its teaching, research, and clinical missions. DoM employs approximately 500 salaried faculty, nearly 200 academic appointees, and more than 300 residents, fellows, and postdocs, supported by almost 1,000 staff members.
Under the general supervision of the Division Administrator and Division Chief, the Division Coordinator will provide high‑level support to the Division Chief and Division faculty, exercising sound judgment in navigating competing priorities.
The Division Coordinator will support the Division Chief and faculty on administrative processes related to staff and faculty hiring, including supporting faculty recruitments, coordinating search activities, and ensuring compliance with institutional requirements. They will manage the Division Chief's complex calendar, coordinate division‑wide meetings, conferences, lectures, and provide support for general division business needs.
This position is responsible for preparing presentation materials, manuscripts, grants, progress reports, and media to support academic and program needs. The Division Coordinator will provide key support to division faculty, including communicating and processing payments, billing invoices, purchase orders, reimbursements, and travel. They will coordinate and attend divisional meetings, take notes, coordinate audiovisual equipment needs, catering, and facilities tasks. They will independently draft correspondence on behalf of the Division, oversee program administration of conferences, lecture series, divisional website updates and social media feeds, and handle assorted special projects as assigned.
Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program and analyzes and resolves operational problems of moderate scope.
Minimum Qualifications
Six years of related experience, education/training, OR a Bachelor's degree in a related area plus two years of related experience/training.
Ability to use sound judgment in responding to issues and concerns.
Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing; proven ability to be part of a team and establish and maintain good working relationships with all external and internal customers.
Solid organizational skills and ability to multi‑task with demanding timeframes; ability to work independently, determine priorities, complete multiple projects accurately, efficiently, and with a high level of attention to detail while working with conflicting deadlines. Must be able to prioritize workload while keeping functions in perspective and encourage collaboration with other units.
Working knowledge of common organization‑specific and other computer application programs; extensive PC and software experience, including Windows, Microsoft Office Suite (Word, Excel, PowerPoint) and Internet navigation.
Ability to use discretion and maintain confidentiality.
Experience with updating websites and managing social media feeds.
Working knowledge of university policies and procedures pertaining to vendor contracts and payments as well as reimbursement process.
Demonstrated ability to quickly grasp new computer and web applications for various surveys.
Demonstrated experience formatting manuscripts for submission.
Demonstrated bookkeeping, accounting, and fiscal management skills to accurately calculate and process expenses.
Preferred Qualifications
Demonstrated experience with UCSD travel, accounting, and purchasing processes, tools, and forms.
Special Conditions
Employment is subject to a criminal background check.
Pay Transparency Act
Annual Full Pay Range: $68,382 - $105,695 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $32.75 - $50.62
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).
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Apply by 04/27/2026 for consideration with preference for rehire.
Description
The Department of Medicine (DoM) is the largest department within the UCSD School of Medicine (SoM) and is responsible for fulfilling its teaching, research, and clinical missions. DoM employs approximately 500 salaried faculty, nearly 200 academic appointees, and more than 300 residents, fellows, and postdocs, supported by almost 1,000 staff members.
Under the general supervision of the Division Administrator and Division Chief, the Division Coordinator will provide high‑level support to the Division Chief and Division faculty, exercising sound judgment in navigating competing priorities.
The Division Coordinator will support the Division Chief and faculty on administrative processes related to staff and faculty hiring, including supporting faculty recruitments, coordinating search activities, and ensuring compliance with institutional requirements. They will manage the Division Chief's complex calendar, coordinate division‑wide meetings, conferences, lectures, and provide support for general division business needs.
This position is responsible for preparing presentation materials, manuscripts, grants, progress reports, and media to support academic and program needs. The Division Coordinator will provide key support to division faculty, including communicating and processing payments, billing invoices, purchase orders, reimbursements, and travel. They will coordinate and attend divisional meetings, take notes, coordinate audiovisual equipment needs, catering, and facilities tasks. They will independently draft correspondence on behalf of the Division, oversee program administration of conferences, lecture series, divisional website updates and social media feeds, and handle assorted special projects as assigned.
Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program and analyzes and resolves operational problems of moderate scope.
Minimum Qualifications
Six years of related experience, education/training, OR a Bachelor's degree in a related area plus two years of related experience/training.
Ability to use sound judgment in responding to issues and concerns.
Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing; proven ability to be part of a team and establish and maintain good working relationships with all external and internal customers.
Solid organizational skills and ability to multi‑task with demanding timeframes; ability to work independently, determine priorities, complete multiple projects accurately, efficiently, and with a high level of attention to detail while working with conflicting deadlines. Must be able to prioritize workload while keeping functions in perspective and encourage collaboration with other units.
Working knowledge of common organization‑specific and other computer application programs; extensive PC and software experience, including Windows, Microsoft Office Suite (Word, Excel, PowerPoint) and Internet navigation.
Ability to use discretion and maintain confidentiality.
Experience with updating websites and managing social media feeds.
Working knowledge of university policies and procedures pertaining to vendor contracts and payments as well as reimbursement process.
Demonstrated ability to quickly grasp new computer and web applications for various surveys.
Demonstrated experience formatting manuscripts for submission.
Demonstrated bookkeeping, accounting, and fiscal management skills to accurately calculate and process expenses.
Preferred Qualifications
Demonstrated experience with UCSD travel, accounting, and purchasing processes, tools, and forms.
Special Conditions
Employment is subject to a criminal background check.
Pay Transparency Act
Annual Full Pay Range: $68,382 - $105,695 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $32.75 - $50.62
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).
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