Administrative Affairs Manager - Hybrid - 136991

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 by the Associate Business Officer (ABO), the Administrative Affairs Manager will be responsible for supervising the administrative Operations and Staff Affairs units in the Department of Psychiatry, a highly complex department in terms of budgetary and staffing requirements. The incumbent will support a fast-paced work environment and daily responsibilities as needed. Day-to-day business operations include, but not limited to, advising and coordinating with supervisors/managers on hiring requests and serving as Department Senior Coordinator departmental workforce senior coordinator, facilitating activity with Health HR (HHR) and Academic Resources Center (ARC) Offices as needed. Independently coordinates and facilitates all staff, students, postdoctoral scholars, visiting scholar, and staff volunteer requests; explaining procedures for hiring and onboarding to faculty and staff supervisors, exploring and recommending alternative solutions to hiring needs between labs for staffing needs.

Manage, compile, and analyze large sets of administrative personnel data and preparing data reports on a regular basis; gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, onboarding resources, etc. Performs analysis and creates employee and compensation reports as needed and utilizes advanced skill sets to analyze the data for various strategic projects as requested by senior leadership frequently and in a timely manner. Analyze and coordinate with Administrative Vice Chair (AVC), ABO, Budget and Finance Director, Supervisors, and Fund Managers the fiscal impact of employees' compensation (including annual increases, reclassifications, promotions, equity increases, merit increases, stipends, incentive awards etc.).

In consultation with Health Human Resources, advise staff and faculty supervisors on new hire classification, employee reclassification based on needs, tasks, budget, etc. Provide research faculty and supervisors with various options and scenarios based on the number of new employees requested and payroll titles appropriate to individual lab/work center needs and budget. Assist department leadership in updating job descriptions to accurately reflect assigned duties and responsibilities, including assembly-related tasks. Facilitate conversations with central Compensation and department leaders as it relates to classification discussions. Assist department leadership in updating job descriptions to accurately reflect assigned duties and responsibilities. Facilitate conversations with central Compensation and department leaders related to classifications; maintaining current headcount and list of Psychiatry staff, student and faculty; using various UCSD online products such as Health HR website, HS Academic Resources Web Portal, UCPath Reports, etc. for various requests. Assist with departmental actions required when hiring Medical Staff Providers (MSP) and MSP-to-faculty appointments including budgeting, hiring paperwork, and onboarding requirements.

Act as a member of the Psychiatry Ambassador Team and other planning committees to plan, organize, host and present special events for the department such as Psychiatry New Employee Welcome sessions, Psychiatry Staff Appreciation and Recognition Events, Psychiatry Faculty and Staff Holiday Celebration Events, etc. Assist with the coordination of events such as the design and creation of material and hosting presentations for all the other important trainings and events as required. Perform other duties and responsibilities as required. Ability to learn and supervise individuals overseeing various Department operations activities such as clinical on-call schedules, meeting coordination, travel arrangements and reimbursements, space committee administration, and facilities management. Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a large academic department. Involved in short- and long-term planning for the department.

• Nine years of related experience, education/training, OR a Bachelor's degree in related area plus five years of related experience/training.

• Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and / or personnel management within labor contract(s) and personnel policy.

• Solid knowledge of common organization-specific and other computer application programs.

• Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.

• Solid skills to quickly evaluate complex issues and identify resolutions.

• Solid organizational and customer service skills to effectively manage multiple priorities.

• Solid knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.

• Demonstrated skills in employee supervision and HR administration.

• Demonstrated knowledge of applicable UCSD policies and procedures governing academic and staff personnel, accounting, contracts and grants, purchasing, equipment and space inventory, and other areas related to the responsibilities of the position.

• Employment is subject to a criminal background check.