Administrative Officer

University of California San Francisco; San Francisco (CA); On-site; USD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a highly organized Administrative Officer to support the Chief Operating Officer of Adult Services. This role involves managing complex schedules, coordinating strategic meetings, and ensuring efficient operations across multiple clinical departments. The ideal candidate will have strong interpersonal skills, a knack for problem-solving, and the ability to maintain confidentiality. Join a diverse community dedicated to improving healthcare worldwide and contribute to strategic growth initiatives while enjoying optional medical benefits, holiday pay, and sick leave accrual.

Benefits

Optional medical benefits

Holiday pay

Sick leave accrual

Qualifications

• Bachelor's degree or equivalent experience required.
• Strong interpersonal skills and ability to maintain confidentiality.
• Knowledge of administrative operational activities.

Responsibilities

• Provide high-level executive support to the COO of Adult Services.
• Manage complex scheduling and coordinate strategic meetings.
• Facilitate cross-departmental coordination and oversee logistics.

Skills

Verbal and written communication

Active listening

Critical thinking

Problem-solving

Customer service

Discretion and confidentiality

Financial analysis and reporting

Education

Bachelor's degree in related area

Tools

Project Management Certification

Technology skills

Job description

T he anticipated duration of this assignment is approximately 6 months; possibility of extension. Will include optional medical benefits, holiday pay and sick leave accrual. Career potential!

This position supports the Chief Operating Officer of Adult Services (COO, Adult Services) who is responsible for providing oversight across several clinical services departments (medical, diagnostic and therapeutic) and plays an integral role in defining and implementing UCSF's strategic growth endeavors. Administrative oversight includes developing objectives and policies, reviewing organization's budget, evaluating performance of departments under direction as well as performance of key management personnel, and evaluating requests for new or additional services or programs. Activities also include contributing to strategic planning and directing all activities of clinical professional services departments through management staff. The COO, Adult Services is tasked with the financial and operational performance of their areas of oversight, ensuring that services operate efficiently and that they provide the highest quality of care and service.

The Administrative Officer provides high-level executive support to the Chief Operating Officer (COO) of Adult Services, ensuring efficient operations across multiple clinical departments. They manage complex scheduling, coordinate strategic meetings, and serve as a key liaison between leadership, faculty, and external partners. This role involves handling confidential communications, tracking performance metrics, supporting budget reviews, and assisting with operational and strategic initiatives. Additionally, they facilitate cross-departmental coordination, oversee logistics for special projects, and ensure compliance with institutional policies. By streamlining administrative processes, they enable the COO to focus on high-level decision-making, strategic growth, and the continuous improvement of clinical services.

The final salary and offer components are subject to additional approvals based on UC policy.

Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.

For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• 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.
• Solid technology skills.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

Preferred Qualifications

• Project Management Certification.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

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.

The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Organization

TEP

Job Code and Payroll Title

007377 ADMIN OFCR 3

Job Category

Administrative Support, Professional (Non-Clinical), Professional and Managerial, Support Services, Temporary Employment

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)