Program Coordinator – 127501

UCSD Layoff from Career Appointment: Apply by 01/17/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 01/29/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

The Hemophilia and Thrombosis Treatment Center (HTTC) at UC San Diego Health is an innovative, multidisciplinary program catering to the needs of adult and adolescent patients and their families with hemophilia, von Willebrand Disease, and other bleeding and thrombotic disorders. The Center provides personalized, comprehensive services including Patient Education, Outreach, Support and Programs, Research, and Clinical Trials.

Under the supervision of the Educational Program Manager, the incumbent will perform a wide range duty in support of the Center’s Programs and Projects and operations.

Key Responsibilities include: Management of meetings/events and coordination of travel arrangements, conferences, purchasing, reimbursements, payments, and other related procurement and administrative activities. Independently responds to a variety of requests and disseminate information through excellent interpersonal communication skills, telephone and electronic communications. Attend meetings, compile, prepare and disburse meeting materials, reports and ensure follow-up materials are recorded, disbursed and filed accordingly. Interface with staff, faculty, clinical team and others on department issues, tasks, and activities.

INTERNATIONAL FELLOWSHIP PROGRAM: Provide administrative support to the Educational Program Manager in the management of the International Fellowship Program. Assist in preparing documents, managing international travel, travel reconciliation, document and file fellows and scholars’ documents and assist in other required tasks and activities.

MSKUS/POCUS PROGRAMS: MSKUS (Musculoskeletal Ultrasound) POCUS (Point of Care Ultrasound). Assist in the coordination of MSKUS/POCUS CME accredited training programs. Arrange travel and travel reconciliation, process payments, reimbursements, purchase orders, honorariums, track, document, and maintain program budget(s), manage event coordination, purchase of materials and supplies, vendor agreements, equipment purchasing, printing materials, event set-up and breakdown, secure participants and volunteers. Some In-State and Out-of-State travel may be necessary to assist in coordinating Conferences, and Program presentations.

The incumbent also maintains program files and data, which may include program and project files. Assists with logistics and coordination for program social events and /or educational activities, which may include conferences, meetings and other related activities. In coordination with the Educational Program Manager, assists in projecting costs, monitoring program budgets, and financial tracking for the various Conferences and Center’s Education Training Programs. Process reimbursements, payments, purchase orders, travel, travel reconciliations, purchasing and other related procurements tasks associated with the Center’s programs, operations and projects.

• Three (3) years related administrative support experience.

• Demonstrated ability to research, compile and report information for a variety of sources in an efficient manner.

• Experience to independently formulate and compose original correspondence, reports, summaries, etc.

• Proofread work, and use proper English and grammar for program preparation.

• Ability to correct work performed by others.

• Proven experience working and providing high level administrative/Program/Financial Support in a Department Business Office or similar program and project environment.

• Effective interpersonal skills including tact, diplomacy and flexibility with the ability to work in a team framework in conjunction with principles of community with diverse academics, staff, professionals, and the public.

• Excellent verbal, written, and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population.

• Proven ability to effectively compose, edit and proofread letters, memoranda, minutes of meetings, and summary reports with clear and concise expression, proper grammar, style, and punctuation.

• Working knowledge of government and/or university regulations, policies and procedures relating to purchasing, travel, and expense reimbursements.

• Proven experience making domestic and international travel arrangements.

• Solid computer skills using MS Word, Excel, PowerPoint, email system, and a variety of web-based programs.

• Ability to create and maintain databases, perform standard computer tasks, learn new programs/ applications with minimal direction, and exercise fast and accurate typing skills.

• Commitment to update/maintain technology skills with relevant computer software.

• UCSD Systems experience: Travel, Concur, Oracle, Premier, Services and Support, Payment Compass.
• Knowledge of University policies relating to accounting, purchasing, travel, entertainment,disbursements, and event planning.

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check and pre-employment physical.

Pay Transparency Act

Annual Full Pay Range: $40,700 – $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 – $39.20

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).

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 Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and and dozens of outpatient clinics. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community .

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.