Admin Officer 2

University of California - San Francisco; San Francisco (CA); On-site; USD 72,000 - 110,000; Full time

Job summary

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 include reimbursement processing via MyExpense, BearBuy procurement, pre-award documents, calendar management, scheduling communications to lab personnel, 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

• Manage calendar functions such as scheduling of meetings, conferences, and appointments with little direction.
• Process reimbursements via MyExpense as a delegate.
• Coordinate lab procurement activities in BearBuy.
• Coordinate new hire and reappointment documents in consultation with the HR liaison and CAO.
• Assist with pre-award coordination activities and updates to CVs and NIH Biosketches for faculty.
• Participate in event planning activities including coordination of schedules, catering, and facilities.
• Coordinate facilities and other neighborhood requests as needed.
• Coordinate communications and updates to policies to lab personnel.
• Assist the CAO and Administrative Manager with special projects on behalf of the central administration of the department.
• Additional tasks as assigned.

Skills

Excellent organizational skills

Effective communication

Discretion and confidentiality

Sound judgment

Education

Bachelor's degree in related area

Tools

MyReports

BearBuy

MyExpense

PeopleSoft

Drupal

Adobe Creative Suite

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.

Key Responsibilities

• 15% – Manage calendar functions such as scheduling of meetings, conferences, and appointments with little direction
• 15% – Act as delegate to process reimbursements via MyExpense
• 15% – Coordinate lab procurement activities in BearBuy
• 10% – Coordinate new hire and reappointment documents in consultation with the HR liaison and CAO
• 5% – Assist with pre-award coordination activities and with updates to CVs and NIH Biosketches for faculty
• 10% – Participate in event planning activities including coordination of schedules, catering, and facilities.
• 5% – Coordinate facilities and other neighborhood requests as needed
• 5% – Coordinate communications and updates to policies to lab personnel
• 15% – Assist the CAO and Administrative Manager with special projects on behalf of the central administration of the department
• 5% – Additional tasks as assigned
• 100%: (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%. )

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.

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.