UCSD Layoff from Career Appointment: Apply by 06/10/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 06/19/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

UCSD Department of Psychiatry is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of 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 direction, the incumbent will work as an Administrative Assistant for the Division of Clinical Psychiatry, and will be responsible for providing a diverse range of administrative, operational, and coordination services to the Clinical Director's Office and the Division's clinical programs.

Duties include, but are not limited to: managing calendars for the Co-Directors; scheduling and coordinating internal and external meetings, appointments, and travel arrangements; preparing meeting agendas and attending clinical meetings; taking meeting minutes and following up on action items; drafting monthly Division newsletter for faculty and staff providers; maintaining an electronic and hard copy filing system; answering and screening phone calls; coordinating call coverage calendars; coordinating the 5150 certification process; and assisting with other administrative and program coordination duties as needed and assigned.

MINIMUM QUALIFICATIONS

• Graduation from high school or a GED and two (2) years of experience in a health or social service field; or an equivalent combination of education and experience.

• Proven ability to effectively perform in a busy office environment, with a high-volume of calls. Ability to answer, screen, direct calls/visitors, take messages, and assist with questions.

• Strong ability to coordinate call coverage calendars and experience in assisting with other administrative and program coordination duties. Ability to organize and maintain complex calendars and schedules.

• Proficiency using computer applications of MS Office: Word, Excel, PowerPoint and Outlook.

• Demonstrated experience preparing and maintaining non-payroll expenditures, purchase orders, and reimbursements.

• Highly developed office skills including organizing and maintaining files, using standard office machines and typing/word processing to prepare correspondence and reports.

• Excellent interpersonal communication skills, verbal and written. Ability to communicate clearly, tactfully and patiently in person, on phone and written to diverse audience including faculty, staff, vendors, patients, and key stakeholders.

• Proactive with the ability to take initiative and follow through on assignments with attention to detail. Able to maintain strict confidentiality, including knowledge of and experience with HIPAA regulations.

PREFERRED QUALIFICATIONS

• Bachelor's Degree from an accredited program in education, psychology, public health, business management or related field, or equivalent combination of education and experience.
• Basic knowledge of general university policies and procedures.
• Experience with department clinical coverage coordination, coordination of community mental health contracts, and faculty activities.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check and pre-employment physical.
• Must possess a valid driver's license and access to reliable transportation.
• Occasional evening and weekends may be required.