The Administrative Specialist position is part of the Moores Cancer Center at UC San Diego Health, one of 57 National Cancer Institute-designated Comprehensive Cancer Centers in the United States. This designation is reserved for cancer centers with the highest achievements in cancer research, clinical care, education, and community contributions. Moores Cancer Center strives to stay at the forefront of emerging cancer research in a patient-centric environment. Reporting to the Executive Business Administrator of the Moores Cancer Center Director's Office, the Administrative Specialist serves as a non-clinical administrative resource to support the business operations for outpatient cancer services leaders and functional area department teams. The incumbent is responsible for managing complex calendars, travel arrangements, logistical event planning and coordination, reimbursement of expenses, and supporting ad hoc projects. The Administrative Specialist applies professional administrative operations and project management expertise to support defined programs and activities in the areas of finance reconciliation, space planning, payroll, student services, communications, event planning, database and website management, team member onboarding/offboarding, audit preparation, HR, compliance and regulatory management.

The Specialist acts as a primary resource for the clinical and non-clinical Oncology Services teams, functions as a point of contact and manages relationships with internal and external partners, administers incoming and outgoing mail and package deliveries within a timely manner, and assists with ad hoc special projects, as necessary. The Specialist utilizes exceptional communication and organizational skills to collaborate with administrative partners to determine the best resources and most effective tools to resolve issues and identify opportunities for streamlining administrative and operational processes.

The Administrative Specialist operates within an environment that requires strong organizational, communication, multi-tasking, and interpersonal skills. The Specialist requires excellent administrative management skills with the ability to work independently and as part of a team. The Specialist must be able to learn new concepts quickly, be detail-oriented, tech-savvy, and proactive while exercising independent judgment and prompt resolution to issues that are sensitive and/or confidential in nature and according to the organization's policies and standards. The Specialist is a representative of the Moores Cancer Center Director's Office at UC San Diego Health and should exemplify UCSD's core values.

• Six (6) years of related experience in an administrative assistant position, education/training, OR a Bachelor's degree in business, healthcare administration or related area plus two (2) years of related experience/training. Experience supporting mid-to-senior-level manager(s) or director(s) in a healthcare setting highly preferred.

• Demonstrated ability to effectively collaborate and build effective relationships and political acumen with stakeholders of all levels, including senior leaders, associates, and external partners.

• Excellent organizational and time management skills; ability to determine workload priorities; independently manage projects.

• Proven ability to adapt to changing priorities, effectively manage workloads, meet deadlines, and apply creativity (originality) in problem solving.

• High degree of computer literacy and competence in the use of common organization-specific and other computer application programs including Microsoft Word, Excel, PowerPoint, Outlook, Teams, and Adobe Acrobat.

• Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students, and external constituencies, both verbally and in writing. Political acumen and sensitivity to the differing perspectives and political circumstances within all levels of the organization.

• Excellent organizational time management skills, with proven ability to adapt to changing priorities, meet demanding deadlines, and apply creativity (originality) in problem solving.

• Extremely detail-oriented and able to work with little or no supervision.

• Maintains the highest level of professionalism, integrity, and strong work ethic.

• Ability to use sound judgment in responding to issues and concerns. Ability to use high-level discretion and maintain a high level of confidentiality.

• Prior relevant experience supporting mid-to-senior-level manager(s) or director(s) in a health system, hospital, and/or academic setting.

• Advanced knowledge of UC policies and UC San Diego Health processes (e.g., Concur Travel & Expense, EcoTime, Human Resources Premiere Connect, and Facilities Management).

• Three (3+) or more years of recent, relevant experience in an administrative position supporting multiple senior-level executive(s) in oncology services, health system, hospital, and/or health plan.

• Lean Six Sigma Green Belt certification or alternative Project Management certification.

• Advanced knowledge and recent experience with complex software databases and website content management are preferred.

• Ability to perform a variety of financial transactions and processes, including travel, entertainment, purchasing, expense reporting, monitoring budgets, etc., with knowledge of related UC policies and procedures.

• Familiarity with the UCSD organization's processes, protocols, and procedures including Concur Travel & Entertainment Management, EcoTime, Human Resources, Facilities Management, IS management, SNOW Procurement services, etc.).

• 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.