|
| Overview |
| WORKING TITLE
Program Administrator
|
PERCENT OF FULL
100
|
DEPARTMENT/PROJECT OVERVIEW
The Department of Pediatrics is one of the largest departments within
the UCSD School of Medicine. It is comprised of 21 Divisions
with approximately 170 full-time faculty, 54 residents, two
chief residents, 50 post-doctoral fellows (both MDs and PhDs)
and more than 250 staff employees. All services are housed at
either the Rady Children’s Hospital or the UCSD Medical Center
in Hillcrest. The Department’s mission reflects these aims: 1)
to deliver the highest quality clinical care to our patients; 2)
to conduct cutting-edge biomedical research targeting diseases
that impact the health and potential of infants, children and
adolescents, and 3) to train the next generation of
pediatricians by fostering education at all levels and by
integrating the latest scientific and medical advances into the
curriculum.
The Pediatric Diabetes Research Center (PDRC) was recently
established within the Department of Pediatrics. It is planned
to be the leading childhood clinical and basic research diabetes
center in the United States. The mission of the PDRC is to
improve the quality of life for children with diabetes through
groundbreaking research in the prevention, treatment and cure of
the disease by providing optimal, compassionate clinical care
and education.
|
POSITION
OVERVIEW
The Program Administrator for the PDRC will work closely with the
Director of the PDRC, researchers, diabetes clinicians, the UCSD
Development Department, the PDRC Leadership Council and others
to help develop and manage all aspects of the growth and ongoing
operations of the PDRC.
Reporting directly to the Department of Pediatrics
Administrative Vice Chair and the Senior Director of Development
for Health Sciences Academic Programs, the Program Administrator
will have administrative responsibility and work collaboratively
with the aforementioned parties to ensure realization of the
PDRC's goals. This will include strategic planning; marketing,
communications and public relations; internal and external
events such as symposia for researchers; website, collateral
materials development and maintenance, and periodic email
newsletters to be sent to interested parties to ensure greater
public awareness of the PDRC and its programs; clinical trial
recruitment; and other specialized program directives.
The Program Administrator will work closely with the PDRC’s
Leadership Council, setting meeting agenda with the Director of
the PDRC and the Chair of the Leadership Council, arranging and
coordinating all committee and subcommittee meetings, and
ensuring all identified actions are completed. The Program
Administrator will represent the PDRC in the community at key
presentations, events and activities.
|
SPECIAL
CONDITIONS OF EMPLOYMENT
Must be willing to work occasional evenings and weekends as necessary.
|
EMPLOYEES
DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #,
Status (career, casual, student), %Time
|
EMPLOYEES
SUPERVISED THROUGH OTHERS: Name, Payroll Title
|
| For use only by
Department HR Contact |
| IS BACKGROUND
CHECK REQUIREDNo
|
IS C.O.I.
DISCLOSURE REQUIRED
No
|
| IS PRE-PLACEMENT
PHYSICAL REQUIREDNo
|
(Dept only)
REQUESTED HEERA
All Others, not Confidential
|
(Central HR
only) APPROVED HEERA
All Others, not Confidential
|
|
|
FUNCTIONS WITH CORRESPONDING TASKS |
|
FUNCTION
NAME
(1.) Program Coordination and Planning |
%TIME
40% |
ESSENTIAL
True |
TASKS
Responsible for overall program coordination
and planning and the continuity of
day-to-day operations for the PDRC.
A. Review, analyze, summarize and report
information for developing initiatives and
programs within the PDRC and in conjunction
with the University.
B. Analyze and provide short and long range
programmatic and financial projections
C. Create, review, update, and interpret
Policies and Procedures
D. Gather and analyze information to make
recommendations to the Director on
particular issues and follow through on
implementation of decisions.
E. Responsible for department academic
program including coordination and planning.
F. Communicate with faculty and senior
management as appropriate to resolve matters
or provide clarification or information.
G. Design and generate ad hoc reports for
statistical use.
H. Exercise independent decision-making and
provide a full range of support to programs.
|
|
|
FUNCTION
NAME
(2.) Administration |
%TIME
30% |
ESSENTIAL
True |
TASKS
A. Responsible for the strategic planning,
administration and management of the
Pediatrics Diabetes Research Center.
B. In accordance with the program goals and
objectives, evaluate ongoing activities and
recommend and/or implement changes as
appropriate to maximize the effectiveness of
the program.
C. Meet regularly with the Department of
Pediatrics Administrative Vice Chair, the
Sr. Director of Development for Health
Sciences Academic Programs, the PDRC Program
Director and faculty to ensure maximum
coordination.
D. Collaborate with the PDRC’s Leadership
Council, setting meeting agenda with the
Director of the PDRC and the Chair of the
Leadership Council, arranging and
coordinating all committee and subcommittee
meetings, and ensuring all identified
actions are completed
E. Coordinate pre and post awards activities
with faculty members and the Department of
Pediatrics Business Office. |
|
|
FUNCTION
NAME
(3.) Program Marketing and Outreach |
%TIME
20% |
ESSENTIAL
True |
TASKS
Responsible for the marketing, communication
and public relations of the Pediatrics
Diabetes Research Center.
A. Provide continual update and development
of PDRC marketing brochures
B. Attend and participate in industry
sponsored workshops and conferences
C. Prepare and staff PDRC booth at Industry
sponsored conferences
D. Solicit industry for clinical trials,
including follow-up on “leads” from
conferences
E. Advertise PDRC and studies through
various media: Conferences, Newspapers,
Radio Ads, Television, Interviews,
Institutional Email/Communication
F. Conduct analysis on marketing events and
project requirements and alternatives for
future events
G. Develop and submit trials advertisements
for increased study recruitment
H. Establish and maintain linkages with
professional associations for program
benefit
I. Represent the PDRC in the community at
key presentations, events and activities.
|
|
|
FUNCTION
NAME
(4.) Management Support |
%TIME
10% |
ESSENTIAL
True |
TASKS
Management Support of Department Leadership
A. Provide management support and advice to
PDRC, Division, and Department leadership on
a wide range of assignments that are
complex, highly confidential and sensitive.
B. Debrief Administrative Vice Chair, Sr.
Director of Development, and the PDRC
Director for meetings with a wide range of
individuals and groups including faculty,
physicians, senior management and members of
the community. This involves in depth
knowledge of a broad range of issues in the
development function, the program's mission,
and university issues.
C. Undertake unique, special long and short
term projects assigned by management that
are sensitive and confidential in nature and
that include analyses, research, and
documentation.
D. Independently compose, prepare, proofread
and edit documents, reports and
correspondence for signature by the
Director. Prepare background materials and
distribute in advance of meetings.
Facilitate the flow of written and oral
communications.
E. Maintain a project control system to
track action items.
F. Use department website as a communication
mechanism to faculty and staff. |
|
|
|
KNOWLEDGE, SKILLS, AND ABILITIES |
|
|
RELATED FUNCS: |
DESCRIBE KNOWLEDGE, SKILL, ABILITY: |
IMPORTANCE LVL: |
|
| |
Graduation from college and
three years of related experience; or an
equivalent combination of education and
experience; and knowledges and abilities
essential to the successful performance of
the duties assigned to the position. |
Required |
|
| 2 3 4 |
Demonstrated leadership and
management experience in organizations
focused on diabetes research, clinical care,
and education. |
Required |
|
| |
Demonstrated experience in
program development, design, implementation,
and evaluation in coordination with
departmental goals.
|
Required |
|
| 1 2 3 4 |
Experience with developing
and managing a comprehensive Diabetes Center
or other disease specific program, including
the strategic planning,
marketing/communications and public
relations efforts. |
Required |
|
| 1 2 3 4 |
Demonstrated excellent
analytical and decision-making skills with
ability to research complex issues, evaluate
options, consider consequences and recommend
innovative solutions. Experience
interpreting complex policies and procedures
as they relate to all levels of University,
research and clinical administration. |
Required |
|
| |
Demonstrated leadership and
organizational skills, with the ability to
prioritize workload effectively to meet the
demands of a detailed oriented, fast-paced
work environment. |
Required |
|
| |
Excellent demonstrated
managerial skills, including providing
supervision and workload direction,
monitoring activities and delegating
work/duties to staff of varying nature and
complexity. |
Required |
|
| 1 2 3 4 |
Extensive computer and
software experience to include Windows, MS
Office Suite (Word, Excel, PowerPoint and
Internet navigation). |
Required |
|
| 1 2 3 4 |
Thorough understanding of
diabetes and diabetes research, and the
ability to effectively articulate this
knowledge to medical and lay audiences.
|
Required |
|
| |
Demonstrated experience
working independently and in teams to
implement new systems, promote communication
to diverse audiences on programs and
projects. Ability to establish positive
relationships with all program
constituencies. Ability to establish rapport
and gain the trust of domestic and
international program participants. |
Required |
|
| |
Demonstrated exceptional
judgement and discretion in handling
confidential and sensitive information.
|
Required |
|
| 1 2 3 4 |
Demonstrated ability to
independently resolve conflicts with
creativity and authority while maintaining a
professional relationship. Ability to
control situations or events in the absence
of higher authority and ability to make
recommendations or decisions. |
Required |
|
| 1 2 3 4 |
Demonstrated experience with
complex local and international event
planning. |
Required |
|
| 1 2 3 4 |
Superior proofreading and
editing skills to ensure accuracy and
correct grammatical content of documents and
to review web content for appropriate style,
consistency, format, completeness and
errors. |
Required |
|
| 1 2 3 4 |
Proven ability to quickly
analyze and produce results/synopses of
professional documents of high caliber.
|
Required |
|
| |
Demonstrated experience
working in an academic environment with
knowledge of UC policies and procedures,
organizational structure, communication
channels and systemwide administration.
|
Required |
|
| |
Ability to evaluate global
programs, market strategies, analyze trends
and make recommendations. |
Required |
|
| |
Knowledge of UCSD policies
and procedures relating to Visas,
international student service, visiting
scholars, ACGME, and IRB. |
Required |
|
| 1 2 3 4 |
Thorough understanding of
diabetes and diabetes research, and the
ability to effectively articulate this
knowledge to medical and lay audiences.
|
Required |
|
| 1 2 3 4 |
Healthcare experience in a
large, complex university, medical/medical
academic institution, or other similar
organization, including a thorough
understanding of both institutional and
HIPPA regulations. |
Required |
|
| 1 2 3 4 |
Demonstrated knowledge of
UCSD policies and procedures; travel,
purchasing and accounting systems. |
Preferred |
|
|
|
|
|
|