Division Coordinator - Medicine - 139295
UC San Diego, San Diego, CA, United States
La Jolla, 9500 Gilman Drive, San Diego, CA 92037, United States
#139295 Division Coordinator - Medicine
Filing Deadline: Thu 4/30/2026
Internal recruitment open to UCSD and UCSD Health System staff only.
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 Coordinator will support Division Chief and Division 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 Coordinator will provide key support to division faculty including communicating and processing payments, billing invoices, purchase orders, reimbursements, and travel. Coordinating and attending divisional meetings and taking notes, providing audiovisual equipment needs, catering and facilities tasks. Independently drafting correspondence on behalf of Division. Overseeing program administration of conferences, lecture series, divisional website updates and social media feeds. 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. Analyzes and resolves operational problems of moderate scope.
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.
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, establishing and maintaining 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 encouraging collaboration with other entities and business units to complete projects.
Working knowledge of common organization‑specific and other computer application programs. Extensive PC and software experience to include 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, etc.
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.
Additional Information
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 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 status under state or federal law.
UC San Diego maintains a smoke and tobacco free environment. 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 an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
UC Sexual Violence and Sexual Harassment Policy. UC Anti-Discrimination Policy. Abusive Conduct in the Workplace.
#J-18808-Ljbffr
#139295 Division Coordinator - Medicine
Filing Deadline: Thu 4/30/2026
Internal recruitment open to UCSD and UCSD Health System staff only.
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 Coordinator will support Division Chief and Division 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 Coordinator will provide key support to division faculty including communicating and processing payments, billing invoices, purchase orders, reimbursements, and travel. Coordinating and attending divisional meetings and taking notes, providing audiovisual equipment needs, catering and facilities tasks. Independently drafting correspondence on behalf of Division. Overseeing program administration of conferences, lecture series, divisional website updates and social media feeds. 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. Analyzes and resolves operational problems of moderate scope.
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.
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, establishing and maintaining 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 encouraging collaboration with other entities and business units to complete projects.
Working knowledge of common organization‑specific and other computer application programs. Extensive PC and software experience to include 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, etc.
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.
Additional Information
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 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 status under state or federal law.
UC San Diego maintains a smoke and tobacco free environment. 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 an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
UC Sexual Violence and Sexual Harassment Policy. UC Anti-Discrimination Policy. Abusive Conduct in the Workplace.
#J-18808-Ljbffr