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Administrative Operations Manager

Company: University of California - San Diego Medical Cente
Location: San Diego
Posted on: June 14, 2019

Job Description:

UCSD Layoff from Career Appointment: Apply by 6/7/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Special Selection Applicants: Apply by 6/19/19. Eligible Special Selection clients should contact their Disability Counselor for assistance. DESCRIPTION =========== The Center for Functional Magnetic Resonance Imaging (CFMRI) is a state-of-the-art resource for the San Diego research community that makes possible advanced imaging studies of the function, physiology, and anatomy of animals and humans. The Center houses three cutting-edge imaging systems: - Two 3T short bore scanners (GE MR750) - One 7T system (20 cm bore, Bruker Avance II console) To assist in research subject preparation for fMRI studies, a mock MRI scanner is also available. Since its opening in 2002, the CFMRI has supported the research activities of numerous funded (primarily NIH, NSF, and DOD) projects from UCSD and other research centers, including The Salk Institute, San Diego State University, Sanford-Burnham Medical Research Institute, and The Scripps Research Institute. The total annual funding of projects supported by CFMRI is approximately $40M, and the annual recharge budget for the Center has grown to nearly $2M. The Center for Functional Magnetic Resonance Imaging (CFMRI) is a state-of-the-art resource for the San Diego research community that makes possible advanced imaging studies. The Center houses three cutting-edge MRI systems, in addition to a mock MRI scanner to assist in research subject preparation for fMRI studies. Under the direction of the Management Services Officer (MSO), the Administrative Operations Manager oversees and manages the administrative support operations, with emphasis on customer service, recharge billing, accounts receivable, document management, scheduling, purchasing administration, communications, and event coordination. Serves as the Center s expert and primary point of contact for all administrative support operational issues and customer service issues, including complaints and problem resolution. Manages the Center s administrative operations, including scheduling and parking management, Conference Room calendaring, safety and operator training requests, building access requests, and other Center activities. Provides oversight of the Center s complex online scheduling and billing system, CALPENDO, including managing requests for new Users and Projects, monitoring Projects, Users, and Bookings for accuracy, and updating the database as needed. Reports on the Center s recharge activities (MRI scanning, technical support, machine shop and other) totaling nearly $2M annually. Generates monthly and interim recharge and invoice billing using CALPENDO. Resolves disputes related to recharge customers and billing. Issues credit memos and recharge credits when appropriate. Reviews monthly A/R reports and follows up on Accounts Receivable. Serves as a key contact for the Center for other departments, faculty, staff, and outside contacts. Works with a high degree of professionalism and independence in a rapidly changing, time-pressured environment. The Administrative Operations Manager reports to the MSO II and provides support to the Center Director, including special projects as necessary. Represents and acts on behalf of the MSO II in his/her absence. Performs other related duties as assigned to meet the growing needs of the Center. Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope. MINIMUM QUALIFICATIONS ====================== * Bachelor's degree in related area and/or equivalent experience/training. * Two or more years of senior-level administrative experience. * Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Strong demonstrated effective and efficient oral and written communication skills with all levels of academic, administrative and staff personnel, in addition to outside agencies. Superior proofreading and editing skills to ensure accuracy and correct grammatical content of documents. * Ability to use sound judgment in responding to issues and concerns. * Solid organizational skills and ability to multi-task with demanding time frames. * Knowledge of and experience in operating computerized database management systems including data entry, information extraction, and reporting. Experience in use of relational database applications and skill to adapt computer programs to changing database management requirements. * Working knowledge of common organization-specific and other computer application programs. Computer software applications include MS Office (Excel, Word, Outlook, PowerPoint, etc.), WordPress, web browsers, and other software packages to streamline work for effectiveness and efficiency. * Ability to use discretion and maintain confidentiality. * Excellent customer service and listening skills. Service oriented with the ability to comprehend client needs and communicate internally client expectations and desires. * Competence in understanding interpreting, and effectively communicating procedures, policies, information, ideas and instructions. Experience in negotiating, exchanging ideas, information, and opinions to assist in formulating new policies and procedures. PREFERRED QUALIFICATIONS ======================== * Knowledge of UC Purchasing regulations and guidelines. Working knowledge of all UC on-line systems and forms to include, but not limited to, IFIS, FinancialLink, Blink, Marketplace, etc. Working knowledge of accounts receivable systems for monitoring and analysis of recharge billings. * General knowledge of use of fMRI in various types of research, center scheduling operations and familiarity with safe operation of fMRI systems. * Experience in working in fMRI research environment. SPECIAL CONDITIONS ================== * Employment is subject to a criminal background check.

Keywords: University of California - San Diego Medical Cente, San Diego , Administrative Operations Manager, Executive , San Diego, California

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