Admin Officer 3

University of California - San Francisco; San Francisco (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

The University of California - San Francisco is seeking an experienced administrative operations professional to manage and support a department's functions. This role involves overseeing faculty onboarding, coordinating administrative duties, and managing research lab operations in oncology.

The ideal candidate will possess a Bachelor’s degree and at least three years of relevant experience, with strong interpersonal skills and the ability to maintain confidentiality. Responsibilities include complex calendaring, compliance oversight, and effective communication with various stakeholders.

Qualifications

• Minimum 3 years of related experience.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality.

Responsibilities

• Support new faculty onboarding and interview process.
• Oversee submission and processing of reimbursement requests.
• Manage day-to-day operations in research labs.

Skills

Interpersonal skills

Critical thinking

Problem-solving

Customer service

Education

Bachelor’s degree in related area

Tools

University-specific computer applications

Job description

Job Overview

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions.

Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid‑sized academic or non‑academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short‑ and long‑term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

Key Responsibilities

• Academic Affairs (20%)
  • Support division chief with onboarding new faculty
  • Coordinating the interview process for new faculty applicants, including working with the search committee to gather information, scheduling interview times with multiple faculty, setting up presentations, setting up dinners, hotels reservations, and reimbursements
• Administrative duties (25%)
  • Writing and oversight of division business continuity and emergency plans
  • In collaboration with the Division Administrator, ensure that division processes are compliant with department and institutional policies and requirements, and enforce as needed
  • Facilitate communication between Division Administrator, divisions, central UCSF units, external entities, and Ambulatory and other Medical Center Clinical leadership units
  • Oversee submission and processing of reimbursement requests, purchasing supplies, monitoring, tracking, and reconciling expenditures; process as needed depending on level of complexity
  • Serve as indirect lead for lower level staff supporting the same divisions, and oversee parts of their work that are in line with this position’s responsibilities; provide training and guidance as needed
  • Work collaboratively with research administrators, clinical support staff, and other staff to ensure smooth and inclusive support where research, clinical operations and academic operations intersect
  • Directly provide difficult, complex, technical and/or specialized administrative and academic support requiring exercise of independent judgement, application of technical skills, and detailed knowledge of the activities and procedures specific to the assigned divisions
  • Complex calendaring/scheduling for faculty leadership, including prospective review of the calendar on a weekly basis to anticipate and resolve conflicts, reschedule meetings as necessary
• Support Research Labs in Oncology (30%)
  • Oversee day‑to‑day operations including assisting with IT requests, routing facilities issues, ensuring labs run efficiently and effectively; act as point of contact for issues and independently decide next course of action
  • Lead set up, purchasing, invoicing, and closeout of professional service agreements and other purchases, which can be complex
  • Work with division administrator and RFAs on the management of division’s research funds, in addition to other division funds as needed
  • Assist in scheduling of maintenance and repair of lab equipment as needed
  • Help organize research‑related activities including lab retreats, research meetings, etc.
• Qgenda (10%)
  • Oversee the Qgenda scheduling process for 3 divisions
  • Maintain clinical schedules through clinical calendaring systems, as needed, and strategize/create/design within systems so they reflect the needs of divisions
  • Serve as a backup scheduler to the 3 divisions
  • Train staff on how to manage the clinical schedule for the 3 divisions
• Project Management and Coordination (10%)
  • Coordinate and carry out special projects/assignments that can be complex and require in-depth analysis, as needed; create timeline and workflow plan, execute steps and communicate back to faculty and staff, all while meeting strict deadlines. Projects include working with the division chief and search committees on faculty recruitment interviews, and serving as the administrative point of contact, planning meetings and retreats that can be complex and multi‑day, coordinating faculty, fellows and staff moving to new academic building and hospital
  • Design and lead the updating of division website content
  • Manage division listservs
  • Design and perform studies for resource plans, including approaches, trends, sources, uses and cost savings
  • Serve on committees, representing division and/or division administrator, as needed
  • Serve as the division’s safety coordinator
• Duties as assigned (5%) – include additional responsibilities as delegated by the division chief or administrator

Required Qualifications

• Bachelor’s degree in related area and / or equivalent experience / training
• Minimum 3 years of related experience
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines
• Ability to use discretion and maintain confidentiality
• Strong skills in short‑term planning, analysis, problem‑solving, and customer service

Preferred Qualifications

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management
• Solid knowledge of common University‑specific computer application programs
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees
• Experience in health care administration and / or academic institution administration