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 general supervision, the incumbent will work as a Business Office Analyst providing high-level administrative coordination, management and support to the Department Business Office, Department of Psychiatry with approximately 1350 employees consisting of over 900 salaried academic and staff employees and approximately 450 non-salaried faculty members and volunteer staff. Use tact, diplomacy and discretion to handle a wide variety of complex and sensitive issues on a daily basis. Analyze and formulate options to resolve a variety of concerns arising from department faculty, post docs, staff and general 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 with a high degree of professionalism in a rapidly changing, time-pressured environment. Responsible for the overall administration and management of administrative and clinical funds awarded to the department from all and any university entities including the School of Medicine Dean's Office, Gifts, Donations, Service Agreements, and other projects as assigned.

Manage, reconcile and prepare budget both for the administrative and clinical funds. 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. Responsible for Clinical Support Services through working with the Dean's office, faculty and outside agencies monitoring their service agreements. Inform faculty of HIPAA compliance regulations. Interpret and apply policies and procedures as outlined in the UC-PPM to initiate and follow through with the relocation process for newly recruited faculty members. Initiate and coordinate all aspects of office renovations and faculty/staff relocations. Work with faculty and the Dean's Office to assure that service agreements with outside agencies and vendors are set up and renewed in a timely manner. Serve as a member of the space planning committee advising leadership as needed. Independently assess new project work plans. Monitor departmental space requests and Department facilities priorities. Conduct needs assessments as appropriate to identify issues, formulate alternatives, and make recommendations to the Administrative Vice Chair.

Independently develop budgetary projections and make recommendations to management on facility issues that include equipment replacement needs, maintenance and renovation issues, and best use of available space. Serve as a key resource for faculty and staff providing information related to university policies and procedures with regard to appropriate spending, entertainment, travel and reimbursement policies. Perform administrative analysis, analytical research and financial reporting for clinical operating units, programs, and projects. Prepare monthly financial statements and project-based financial reports for the clinical services and its providers. Perform transaction sampling for departmental administrative and clinical accounts. Perform monthly reconciliations, tracking and project costing activities. 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.

MINIMUM QUALIFICATIONS

• Six (6) years of r