Director, Administrative Services – 140097

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DESCRIPTION

Under direction, the University of California San Diego School of Medicine Physician Assistant education Program Director of Administrative Services is responsible for overseeing the program’s daily administrative operations while managing, supervising, and developing all administrative staff. This role encompasses a broad scope of complex financial, technical, and operational responsibilities in support of program leadership and strategic priorities. The position reports directly to the Assistant Dean of Medical Education, with an indirect reporting relationship to the Program Director/Associate Dean. The position may receive work direction from the Medical Director and/or Program Faculty.

In alignment with the Administrative Supervisor 2 classification, the Director serves as a key advisor to program leadership, exercising sound judgment within established policies to interpret and implement procedures related to fiscal management, human resources, contracts and grants, and resource allocation. The Director ensures accountability and stewardship of operational, financial, and human resources, while providing strong leadership, supervision, and professional development for all administrative personnel. Administrative operations are directed with a focus on strategic staff workload allocation to support faculty, program initiatives, and internal projects, ensuring high standards of efficiency, effectiveness, and service delivery.

The Director demonstrates advanced knowledge of UC San Diego Health budgetary structures and funds flow processes and manages all aspects of the program’s budget, including planning, tracking, forecasting, and reconciliation of expenses, under the oversight of the Associate Dean and Program Director. The role includes leading workforce planning efforts such as recruitment, hiring, performance management, and salary administration, while driving the development, implementation, and continuous improvement of policies and procedures that support operational excellence.

In collaboration with the Health Sciences Academic Resource Center (ARC) and the Department of Orthopedic Surgery, the Director coordinates and facilitates faculty recruitment, onboarding, appointments, and separations, ensuring seamless administrative processes and compliance with institutional requirements. The Director provides direct support for faculty personnel actions and partners with clinical departments to facilitate clinical placements and oversee funds flow management for Physician Assistant Education (PAE) faculty.

The Director develops and maintains comprehensive systems for data collection, reporting, and document management across physical and digital platforms, ensuring audit-ready documentation and ongoing compliance with institutional and accreditation standards, including those established by the Accreditation Review Commission on Education for the Physician Assistant (ARC-PA). The role includes analyzing and presenting institutional and programmatic data to inform decision-making and strategic planning, preparing and reviewing program reports for accuracy and completeness, and leading the administrative components of accreditation efforts, including the preparation and submission of the ARC-PA Self-Study and all required reports in accordance with Sixth Edition Standards.

Responsible for supervising the administrative services of a large academic department within a school OR college OR non-academic department (program). Typically reports to a manager. Administrative services include all or some of the following functions: IT, facilities, student services, contracts and grants, budgetary financial management and/or human resources. Supervises support and/or professional staff.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in related area and five or more years of relevant experience, or equivalent combination of experience, education and 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.

PREFERRED QUALIFICATIONS

• Department administrative leadership experience including finance, budgeting, human resources, faculty affairs and faculty recruitment.

• Health Sciences department/business office operations

• Current UC San Diego employee.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance of criminal background check.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

 

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