Administrative Officer 2

UCSF Health; San Francisco (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

UCSF Health is seeking an Administrative Officer to support the Neurodegenerative Disease Brain Bank team at the MAC. You will manage calendars, organize meetings, coordinate travel, and handle confidential communications with tact and discretion.

You will prepare materials for PI meetings, compile briefing documents, and ensure processes align with UCSF policies. Strong MS Office skills and professional interpersonal skills are essential.

Qualifications

• Bachelor's degree in a related area and 1+ years of relevant experience.
• Advanced ability with Microsoft Word, Excel, PowerPoint, and Windows.
• Excellent verbal and written communication and presentation skills; excellent organizational and interpersonal skills.

Responsibilities

• Arrange meetings with confidentiality, tact, and discretion and independently prioritize accordingly, serving internal and external participants of the university.
• Manage PI’s time, schedule, and attention to important issues, appointments, and correspondence.
• Organize, prepare, and provide all relevant background and informational material for meetings attended by the PI.
• Organize and arrange for catering, room reservations, audio/visual/remote technologies, and any other needs or requests for meetings and events.
• Coordinate travel and conference logistics, with corresponding expense reimbursement requests.
• Brief the PI on deadlines and the status of pending issues.
• Use independent judgment and decision-making to accomplish general objectives that require sensitivity and thorough knowledge of operational policies, systems, and procedures.
• Prepare confidential reports for senior staff, systemwide and other officials.
• Implement related business processes.
• Proactively huddle with the PI on a regular basis to confirm priorities, capture deliverables, and organize scheduling.
• Maintain executive memberships, subscriptions, and professional affiliations.
• Proficient with UCOP and UCSF policies and guidelines: travel, gifts, meetings, and entertainment, etc.
• Proficient with UCSF business systems of the organization: BearBuy, MyExpense, Trello, Microsoft Suite, Connexus, and others as applicable.
• Participate in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
• Arrange all staff and committee meetings, including agenda coordination and communication.
• Prepare documents for signature.
• Compose, prepare and distribute communications and other documents utilizing appropriate proofreading and editing skills.
• Develop and maintain a filing system or electronic archive for ease of retrieval and research.
• Oversee the flow of written correspondence to and from the PI as needed, including review of incoming mail, prioritization, annotation, filing, and retrieval.
• Attend meetings to record minutes as required.
• Research, compile, and summarize issues, policies, and topics; provide background information, talking points, and briefing materials for the PI.
• Make high-level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
• Identify all licenses or certifications required by law or UCSF Medical Center policies to perform the duties, i.e., a California Registered Nurse License (RN), California Nurse Practitioner License (NP), or a California driver’s license (CDL).

Skills

Verbal communication

Written communication

Organizational skills

Interpersonal skills

Calendar management

Customer service

Education

Bachelor's degree in a related area

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Windows OS

Trello

Connexus

BearBuy/MyExpense

Job description

The Administrative Officer will work under the supervision of the Neurodegenerative Disease Brain Bank Administrative Manager and the Principal Investigator, Dr. William Seeley. The ability to handle multiple responsibilities in an environment of shifting priorities requires flexibility, tact, and confidentiality. The duties of this position include direct management of complex and shifting calendar and event activities; coordinating, researching and organizing meeting logistics; establishing and overseeing systems and processes to manage communications, and correspondence according to UC policy; providing responsive and professional customer service; and working as part of a team to complete other duties as required to support the efficient running of the department.

The Edward and Pearl Fein Memory and Aging Center (MAC) is an internationally renowned clinical research center located on the UCSF Mission Bay Campus. The MAC provides clinical care for patients with neurodegenerative disease processes and enrolls patients into over 50 structured research protocols and/or treatment trials. It is a California Alzheimer’s Research Center and a federal Alzheimer’s Disease Research Center.

Responsibilities

• Administrative Operations
  • Arrange meetings with confidentiality, tact, and discretion and independently prioritize accordingly, serving internal and external participants of the university.
  • Manage PI’s time, schedule, and attention to important issues, appointments, and correspondence.
  • Organize, prepare, and provide all relevant background and informational material for meetings attended by the PI.
  • Organize and arrange for catering, room reservations, audio/visual/remote technologies, and any other needs or requests for meetings and events.
  • Coordinate travel and conference logistics, with corresponding expense reimbursement requests.
  • Brief the PI on deadlines and the status of pending issues.
  • Use independent judgment and decision-making to accomplish general objectives that require sensitivity and thorough knowledge of operational policies, systems, and procedures.
  • Prepare confidential reports for senior staff, systemwide and other officials.
  • Implement related business processes.
  • Proactively huddle with the PI on a regular basis to confirm priorities, capture deliverables, and organize scheduling.
  • Maintain executive memberships, subscriptions, and professional affiliations.
  • Proficient with UCOP and UCSF policies and guidelines: travel, gifts, meetings, and entertainment, etc.
  • Proficient with UCSF business systems of the organization: BearBuy, MyExpense, Trello, Microsoft Suite, Connexus, and others as applicable.
• Administrative Coordination
  • Participate in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
  • Arrange all staff and committee meetings, including agenda coordination and communication.
  • Prepare documents for signature.
  • Compose, prepare and distribute communications and other documents utilizing appropriate proofreading and editing skills.
  • Develop and maintain a filing system or electronic archive for ease of retrieval and research.
  • Oversee the flow of written correspondence to and from the PI as needed, including review of incoming mail, prioritization, annotation, filing, and retrieval.
  • Attend meetings to record minutes as required.
  • Research, compile, and summarize issues, policies, and topics; provide background information, talking points, and briefing materials for the PI.
  • Make high-level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
  • Identify all licenses or certifications required by law or UCSF Medical Center policies to perform the duties, i.e., a California Registered Nurse License (RN), California Nurse Practitioner License (NP), or a California driver’s license (CDL).
• Customer Service & Teamwork
  • Solution oriented and able to collaborate with internal and external groups to provide information and support to the organization.
  • Respond to inquiries from faculty, staff, students, and the public on behalf of the PI.
  • Maintain reports and files of approved documents with an understanding of records management strategies.
  • May provide operational support for the maintenance and organization of supplies, courier services, procurement, and invoicing.
  • Participate in and organize events.
  • Triage and disseminate incoming communications for appropriate handling, routing urgent confidential items expeditiously to the appropriate source with follow‑through and success.

Required Qualifications

• Bachelor's degree in a related area and 1+ years of relevant experience and/or equivalent experience/training.
• Advanced ability with Microsoft Word, Excel, PowerPoint, and Windows.
• Excellent verbal and written communication and presentation skills; excellent organizational skills; and excellent interpersonal skills to work effectively in a diverse team.

Preferred Qualifications

• Demonstrated proficiency with medical terminology.
• Experience working with patients or study subjects.