Administrative Lab Manager

University of California, San Francisco; San Francisco (CA); On-site; USD 78,900 - 167,300; Full time

Job summary

A leading university in health sciences seeks an Administrative Lab Coordinator to manage day-to-day operations and support faculty within the Department of Pediatrics. This full-time position requires strong interpersonal skills and at least 3 years of relevant experience. Responsibilities include managing shared lab resources, coordinating facility activities, and ensuring compliance with safety regulations. Join a diverse team committed to excellence and healthcare improvement.

Qualifications

• Minimum 3 years of related experience.
• Ability to use discretion and maintain confidentiality.

Responsibilities

• Oversee day-to-day operations of shared facilities.
• Manage shared lab purchasing and vendor outreach.
• Assist with Emergency Action Plan.

Skills

Interpersonal skills including communication

Short-term planning

Problem-solving

Customer service

Education

Bachelor's degree in related area

Job description

Job Summary

The Administrative Lab Coordinator will be a key administrative team member in facilitating and overseeing the day‑to‑day operations of the shared facilities and space logistics in the building for the Department of Pediatrics faculty, research labs, research staff and appointed volunteers. The incumbent will work under the guidance of the Vice Chair for Laboratory Research, Director of Research Admin, and Director of Division Administration.

Job Code: 004800 ADMIN OFCR 3 CX
Job Category: Administrative Support
Bargaining Unit: Teamsters Local 2010 - Clerical and Allied Services Unit (CX)
Employee Class: Career
Position: Full Time
M_PEDS-ADMIN-CORE-RESEARCH

Responsibilities

• Function as a resource/project manager
• Acts as department representative for special projects related to department facilities; actively participates on committees and meetings.
• Provide faculty support for group activities (candidate interviews, floor meetings, conference room, etc.)
• Maintain and update space inventory.
• Organize team collaboration meetings.
• Work with facilities, vendors, and any outside persons dealing with the floor maintenance or lab interactions.
• Act as the liaison for the research labs and the building management team, including submitting and following through on facilities work orders.
• Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies for running labs safely.
• Responsible for managing shared lab purchasing, allocating shared lab purchases, and working with each individual lab in reconciling purchase orders.
• Facilitate vendor outreach for issues with shipments or missing/damaged items and return.
• Facilitate equipment procurement, receiving, drop‑off, and installation and repair.
• Assist with Emergency Action Plan
• Track and facilitate MTA’s and interactions with consultants or outside labsServe as equipment custodian, being point of contact for service maintenance contracts for shared equipment. Responsible for communicating and coordinating repairs with various vendors
• Conducts regular periodic rounds to inspect areas for security, fire, and accident hazards and takes appropriate action as required, including reporting infractions of fire, and building codes, building rules and other building irregularities to management.
• Works with Division Administrators on HR coordination tasks. Oversee new hire personnel paperwork and act as the liaison between lab members and HR.
• Responsible for purchase orders for shared lab materials, scientific equipment, office supplies & services, and negotiates the best prices for supplies and addressing any issues with orders.
• Process reimbursements on behalf of faculty, as needed.
• Assist with Asset Custodian duties.
• Provide Administrative support to the Vice Chair of Lab Research
• Coordinate Training, education and planning for faculty and lab occupants. Provide training on procurement and other campus systems.
• Perform Other duties as assigned.

The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

Salary range: $78,900 - $167,300 (Annual Rate).

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Department Description

The Department of Pediatrics is one of the largest and most complex departments in the School of Medicine. The department comprises 2018 divisions employing over 300 faculty, 83 fellows, 84 residents, 31 postdocs, non‑faculty academics, and 170 staff. The Department has annual clinical income from inpatient and outpatient activities totaling over $90 million and annual extramural funding (contracts and grants) exceeding $40 million. The department ranks 12th in the nation among Pediatric departments for funding from the National Institutes of Health. The Department’s clinical enterprise is based at the 183‑bed UCSF Benioff Children’s Hospital San Francisco, the 191‑bed UCSF Benioff Children’s Hospital Oakland, Mount Zion, Zuckerberg San Francisco General, and at a number of outreach clinics throughout Northern California, providing the Department with an unsurpassed opportunity to meet the needs of infants, children, and young adults throughout the Bay Area. In 2019, UCSF Benioff Children’s Hospitals ranked in all 10 children’s specialties in U.S. News and World Report.

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

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate‑level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10‑campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values. In addition to our PRIDE values, UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu
Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Organization

Campus: Mission Bay (SF) – San Francisco, CA
Work Style: Flexible
Shift: Days – 8 Hours (M‑F; 8 am‑5 pm; Flexible 4 Days Onsite)