Manager, Communications and Events

Department of Pediatrics is one of the largest departments within the UCSD School of Medicine with comprehensive clinical programs, extensive basic science and clinical research, and diverse educational opportunities for students, residents and fellows. The internationally renowned faculty play a major role in medical and graduate student training, providing educational and programmatic offerings that span several disciplines, and provide diversity to meet the interests of a broad spectrum of students and scholars. More than one hundred trainees at the graduate student and postdoctoral level, as well as more than 300 professional, research and administrative staff who along with the department administrators interact closely with the faculty. The diverse mix of ages, backgrounds, and talents creates a robust work environment with challenging career opportunities and a commitment to continued growth potential. We constantly seek to recruit highly motivated, technologically-advanced and interested individuals to become a part of our dynamic cutting-edge research, clinical, and educational environment.

The Manager of Communications and Events is responsible for the overall management and coordination of all general communications and events for the Department of Pediatrics. They will manage and produce weekly news bulletins, digital communications, announcements, operating manuals, resources, guidelines, and reports for the Department. Responsibilities also include planning content based on departmental initiatives, events, and issues of importance. The Manager will have full responsibility over the Department’s website, managing the content, updates, formatting, and design. The Manager works under the general direction of the Vice Chair of Finance and Administration, and serves as a key senior staff member to the Department Chair and Vice Chairs.

The Manager will maintain and be the point of contact for Departmental listservs, making updates as requested and on a regular basis. Creates and maintains operating manuals, resources, and guidelines for the Department. Develops and maintains professional presentations related to Department wide employee communications. Will develop content and manage distribution of organization-wide emails. Will support successful execution of communications plans; track, manage and communicate progress against timelines and goals. Establish and maintain reports to show progress of projects to management, oversee the successful completion of all assigned tasks, assume the initiative and provide support to the Department. Perform other related functions as required. This position may also work on ad hoc projects and assignments by Department leadership.

Independently oversees a comprehensive communications program for a unit or school with moderately complex communications requirements. The communications program usually includes written, visual, digital and electronic communications. Works with management to develop and execute organizational communication and market branding strategy. Designs and implements information campaigns.

This position will oversee the planning, execution, and administration of events for the Department of Pediatrics. This will include special events, symposia, retreats, workshops, conferences, Department meetings, program events, and other related events. Manage the full-scale planning, organizing, and implementing of these events and functions. May also independently manage small, non-complex events. Responsibilities will include, but are not limited to: managing event RSVPs and data; creation and management of event budgets; financial payment tracking; event logistics; and event follow-up and attendee tracking. Responsible for project support for these events in a wide range of areas including resource administration, strategic planning, constituent engagement and general administration management issues. Create and maintain department contracts, purchase orders, reimbursements, travel and other expense records as assigned.

MINIMUM QUALIFICATIONS

• Seven or more years of related experience, OR a Bachelor’s degree in related area plus three or more years of related experience.
• Knowledge of all aspects of communications, including strategic planning for various media venues, technical aspects and requirements of various venues, and most appropriate and effective applications.
• Knowledge and understanding of technical applications to effectively direct technical staff, or personally perform technical work, including design concepts, various media, and applications.
• Knowledge of the organization, its achievements, mission, vision, goals, policies, practices, infrastructure, and a strong knowledge of current affairs, and issues in higher education and health sciences.
• Solid skills to create, develop, and implement comprehensive long and short term strategic communications plans.
• Knowledge and skills to advise and consult with management to ensure delivery of the desired message to the target and/or broad general audiences.
• Exceptional written, verbal and interpersonal communication skills: active listening and political acumen skills.
• Knowledge of location protocols and channels for communication internally and externally.
• Strong problem solving ability including recognizing problems, developing potential solutions, implementing appropriate solutions, and monitoring and evaluating results or progress.
• Demonstrated ability to analyze complex situations, data and/or issues and develop clear and concise options, recommendations or reports.
• Thorough knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production.
• Demonstrated skill in using common PC based software, including calendar, e-mail, word processing, spreadsheet, database and presentation software.
• Thorough knowledge of University policies and procedures relating to the use of University facilities, event management and presentation.
• Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines.
• Working knowledge of UCSD electronic business tools or comparably complex automated systems. Knowledge of University purchasing, entertainment, travel and reimbursement principles and policies.

PREFERRED QUALIFICATIONS

• Substantial communications experience in an academic medicine, clinical research and/or acute healthcare setting highly desirable.

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