ADMIN OFCR 2 CX

University of California, San Francisco; San Francisco (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

University of California, San Francisco seeks an experienced administrative professional to provide high‑level support at the Parnassus campus. The role includes managing faculty and resident offices, coordinating complex scheduling, travel, and databases, and delivering AV and imaging support for conferences and events.

Responsibilities include organizing meetings, preparing reports, coordinating large events, and assisting with procurement and lab administration tasks.

Qualifications

• Bachelor's degree in a related field and at least 2 years of relevant experience, or equivalent experience/training.
• Strong judgement and ability to handle multiple projects simultaneously in a fast‑paced, deadline‑oriented environment.
• Excellent organizational and interpersonal skills; ability to communicate effectively with all levels of staff, faculty, students, and external partners.
• Proficiency with common office applications, including Microsoft Office Suite, database tools (Excel, Access), and web research (PubMed).
• Ability to maintain confidentiality and exercise discretion.
• Basic troubleshooting skills for help‑desk functions, including logins, screen displays, and audio/visual equipment setup and troubleshooting for high‑tech video conferencing systems.
• Strong written and verbal communication skills, with the ability to edit professional documents for grammar, spelling, and content.

Responsibilities

• Scheduling and administrative support, including vetting complex phone calls, managing sophisticated electronic calendars, organizing multiplex conferences, arranging travel, attending meetings, and editing faculty CVs.
• Maintain multi‑user databases for faculty and residents to track research, clinical data, and teaching slides; consult with users to determine required data fields and reports.
• Coordinate audio/visual set‑up and troubleshooting for teaching conferences and other events; produce video recordings, edit slides and images, create graphics, and research new technologies for audience engagement.
• Provide professional support for faculty and resident offices and labs, including scheduling and coordinating meetings, seminars, retreats, and other major events; handle unexpected or urgent needs.
• Assist with project support: literature searches, surveys, feasibility studies, vendor coordination, proposals, SOP drafting, and coordination of faculty conferences.
• Assist with purchasing, reconciliation, and laboratory administration tasks.
• Coordinate program leadership meetings, director activities, and other program events.

Skills

Organizational skills

Communication skills

Discretion/Confidentiality

Multitasking

Strong judgement

Interpersonal skills

Education

Bachelor's degree in a related field

Tools

Microsoft Office

Excel

Access

PubMed

Job description

About the Department

The Department of Pathology at UCSF is a major academic department in the School of Medicine, actively engaged in clinical, research, and teaching activities across multiple sites. It oversees surgical pathology, autopsy, cytopathology, neuropathology, renal/EM pathology, molecular pathology, and dermatopathology. The department provides diagnostic services in a wide variety of subspecialties and supports a research‑intensive residency program and fellowships in several specialties.

Position Overview

This position provides high‑level analytical and administrative support to faculty at the Parnassus location. Under the supervision of an Administrative Campus Site Supervisor, the incumbent administers faculty, resident offices, and labs, coordinates events, manages complex scheduling and travel, maintains databases, and provides audio/visual and imaging support.

Responsibilities

• Scheduling and administrative support, including vetting complex phone calls, managing sophisticated electronic calendars, organizing multiplex conferences, arranging travel, attending meetings, and editing faculty CVs.
• Maintain multi‑user databases for faculty and residents to track research, clinical data, and teaching slides; consult with users to determine required data fields and reports.
• Coordinate audio/visual set‑up and troubleshooting for teaching conferences and other events; produce video recordings, edit slides and images, create graphics, and research new technologies for audience engagement.
• Provide professional support for faculty and resident offices and labs, including scheduling and coordinating meetings, seminars, retreats, and other major events; handle unexpected or urgent needs.
• Assist with project support: literature searches, surveys, feasibility studies, vendor coordination, proposals, SOP drafting, and coordination of faculty conferences.
• Assist with purchasing, reconciliation, and laboratory administration tasks.
• Coordinate program leadership meetings, director activities, and other program events.

Required Qualifications

• Bachelor's degree in a related field and at least 2 years of relevant experience, or equivalent experience/training.
• Strong judgement and ability to handle multiple projects simultaneously in a fast‑paced, deadline‑oriented environment.
• Excellent organizational and interpersonal skills; ability to communicate effectively with all levels of staff, faculty, students, and external partners.
• Proficiency with common office applications, including Microsoft Office Suite, database tools (Excel, Access), and web research (PubMed).
• Ability to maintain confidentiality and exercise discretion.
• Basic troubleshooting skills for help‑desk functions, including logins, screen displays, and audio/visual equipment setup and troubleshooting for high‑tech video conferencing systems.
• Strong written and verbal communication skills, with the ability to edit professional documents for grammar, spelling, and content.

Preferred Qualifications

• Experience working at UCSF or within the UCSF School of Medicine.
• Knowledge of UCSF accounting processes and policies, travel and entertainment policies, HIPAA/Privacy policies, and institutional software such as Connexxus, BearBuy, iMedRis, and MyExpense.
• Experience managing laboratory environments and coordinating imaging and video production.