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.

• 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.

• 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.

• 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.