ADMIN OFCR 2 CX

University of California, San Francisco; Fresno (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

UCSF Fresno is seeking an Operations Specialist to provide administrative and operational support to the Undergraduate Medical Education Department. The role centers on being the first point of contact for visitors and learners, triaging needs, and coordinating with leadership including the Assistant Dean of UME.

The position requires strong multitasking, professional communication, and reliable execution of calendar management, meetings, and policy-related tasks to uphold UCSF's standards.

Qualifications

• Bachelor's degree and at least 1 year of related experience.
• Strong MS Office, Zoom/Teams, Outlook, Excel and PowerPoint proficiency.
• Ability to research university policies and integrate into workflow.
• Excellent communication and interpersonal skills; able to work with all levels.
• Ability to lift 15–20 pounds.

Responsibilities

• Provide administrative and operational support to the UME Department.
• Manage calendars and appointment scheduling; coordinate meetings.
• Draft communications and maintain department materials and rosters.
• Process mail and documents; support website maintenance and orientation activities.
• Assist with front office operations to ensure smooth daily processes.

Skills

Independent thinking

Problem solving

Communication skills

Organizational skills

Confidentiality

Multitasking

Education

Bachelor's degree in related area

Tools

Microsoft Office Suite

Zoom/Teams

Outlook

Excel

PowerPoint

Job description

Job Summary

The Operations Specialist provides administrative and operational support to the Undergraduate Medical Education Department, which includes having responsibility as first point of contact for visitors and learners. The incumbent is essential to daily operations and must be able to triage and pivot, multi-task, focus on priorities or other urgent needs, and anticipate long-term needs by working with every member of the team to understand their respective work habits, flow and culture. The incumbent will be in regular contact with the Assistant Dean of UME including calendaring and appointment scheduling. The incumbent’s duties involve both administrative support and independent coordination of projects. In addition to the Dean, the incumbent will provide administrative support to the department leaders including 1 department manager, 1 supervisor and support to Director of PRIME. The AO2 will hold a key position on the UME team and will ensure all front office operations and administrative processes run smoothly. This person will demonstrate professionalism, efficiency, good judgement, and a collaborative attitude. Operations Specialist will carry out duties associated with leadership support as well as project coordination for student scholarship program, department website maintenance, Undergraduate Medical Education Committee including meeting prep and annual roster changes, website maintenance for UME, student orientation support, drafting communications and photo journals, processing mail and documents delivered to the department, manage complex calendars, perform accounts payable and receivable functions and low value purchase orders, requisitions and payment requests. Serve as the point of contact for safety program, new employee onboarding including workspace prep and department policies and procedures development and maintenance.

Job Description

Job Summary

The Operations Specialist provides administrative and operational support to the Undergraduate Medical Education Department, which includes having responsibility as first point of contact for visitors and learners. The incumbent is essential to daily operations and must be able to triage and pivot, multi-task, focus on priorities or other urgent needs, and anticipate long-term needs by working with every member of the team to understand their respective work habits, flow and culture. The incumbent will be in regular contact with the Assistant Dean of UME including calendaring and appointment scheduling. The incumbent’s duties involve both administrative support and independent coordination of projects. In addition to the Dean, the incumbent will provide administrative support to the department leaders including 1 department manager, 1 supervisor and support to Director of PRIME. The AO2 will hold a key position on the UME team and will ensure all front office operations and administrative processes run smoothly. This person will demonstrate professionalism, efficiency, good judgement, and a collaborative attitude. Operations Specialist will carry out duties associated with leadership support as well as project coordination for student scholarship program, department website maintenance, Undergraduate Medical Education Committee including meeting prep and annual roster changes, website maintenance for UME, student orientation support, drafting communications and photo journals, processing mail and documents delivered to the department, manage complex calendars, perform accounts payable and receivable functions and low value purchase orders, requisitions and payment requests. Serve as the point of contact for safety program, new employee onboarding including workspace prep and department policies and procedures development and maintenance.

Department Overview

UCSF Fresno is a regional campus of the UCSF School of Medicine's located in California's central valley and the Department of Undergraduate Medical Education is the administrative unit that oversees all health professions education programs (medical and allied health) for the regional campus.UME provides services for 100 or more third year students from UCSF as well as 300 or more visiting 4th year medical students for clerkship rotations.UCSF Fresno has several accredited Residency & Fellowship programs under the auspices of Graduate Medical Education.The UCSF Fresno UME Office is responsible student experience and assessment, evaluation and curriculum components in Fresno and for implementation of all strategic directives for medical education at the Fresno campus and for ensuring that those who serve student learners are actively engaged in the highest quality learning and teaching environment with a strong commitment to UCSF's PRIDE values.The UME Department currently has a staff of 11 to provide a full range of services and support to all learners.

Qualifications

Required Qualifications

• Bachelor's degree in related area and minimum one year of experience or equivalent combination of experience/training
• Demonstrated success with databases, spreadsheets and word processing software such as Microsoft Office Suite, Zoom/Teams, Outlook, Excel and Power Point
• Basic knowledge of relevant health education policies and regulatory requirements. Basic knowledge of health professions education industry.
• Familiarity with University processes, policies and protocols or the ability to research and quickly integrate them into workflow
• Independent thinking and problem solving; ability to professionally represent the program
• Excellent verbal, interpersonal, organizational and communication skills. Must be able to speak effectively within a group setting and communicate with all levels of staff and leadership
• Demonstrated ability to develop working relationship within department and with learners.
• Above average ability to prioritize and manage multiple tasks with demanding timeframes
• Excellent analytical and problem-solving skills with ability to produce detail oriented and accurate documents and reports. Demonstrated attention to detail and accuracy.
• Demonstrated ability to maintain confidentiality
• Fingerprinting and background check
• Ability to carry/list and push/pull 15 to 20 pounds

Preferred Qualifications

• Prior experience as an Executive Assistant providing executive and administrative support to senior management/executives requiring discretion and judgment in daily activities
• Previous experience in a health care, academic or medical education environment