Admin Officer 2

University of California, San Francisco; San Francisco (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

The Faculty Assistant at University of California, San Francisco supports multiple faculty in the Department of Biochemistry & Biophysics with general administrative tasks. The role also supports the central administrative office of the department with special projects and event planning activities.

Typical tasks include reimbursement processing, BearBuy procurement, pre-award documents, communications to lab personnel, calendar management, scheduling, and facilities requests.

Qualifications

• Solid organizational skills and ability to multi-task with demanding timeframes.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgement in responding to issues and concerns.
• Bachelor’s degree in related area.

Responsibilities

• Coordinate and assist with reimbursement processing.
• Procurement activities in BearBuy.
• Assist with pre-award documents.
• Communicate with lab personnel.
• Manage calendar and scheduling functions.
• Coordinate facilities requests.

Skills

Organizational skills

Communication skills

Discretion confidentiality

Sound judgement

Education

Bachelor's degree

Job description

Job Description The Faculty Assistant will support multiple faculty in the Department of Biochemistry & Biophysics with general administrative tasks. The role also supports the central administrative office of the department with special projects and event planning activities.

Job Description The Faculty Assistant will support multiple faculty in the Department of Biochemistry & Biophysics with general administrative tasks. The role also supports the central administrative office of the department with special projects and event planning activities.

Typical tasks will include coordination of and assistance with reimbursement processing, procurement activities in BearBuy, pre-award documents, communications to lab personnel, management of calendar and scheduling functions, and facilities requests.

Qualifications

Required Qualifications:

• Solid organizational skills and ability to multi-task with demanding timeframes.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgement in responding to issues and concerns.
• Bachelor’s degree in related area.

Preferred Qualifications

• Experience with MyReports, BearBuy, MyExpense, PeopleSoft.
• Experience in preparing and monitoring budgets for programs or events.
• Experience with drupal and adobe creative suite.

Problem Solving

Common problems solved by the employee:

• New situations arise frequently. The issues and solutions are not well defined, and sometimes few facts are readily available. Excellent judgement and use of available resources, such as online resources for information gathering and prioritizing are required to gather information as quickly as possible in order to make sensitive decisions in a timely manner.
• Utilizing existing network of colleagues and available UC resources in order to assist research personnel with unpredictable questions to find solutions.

Less frequent and more complex problems solved by the employee:

• Providing guidance to allowability of expenditures or actions based on common policy requirements.
• Using good judgement to determine whether a decision can be made at the lab level or whether the problem requires escalation.

Problems/situations That Are Referred To This Employee's Supervisor

• Request for resources or approvals to act in situations that are exceptional and/or outside the scope of standard business.