Administrative Officer 3

University of California - San Francisco; San Francisco (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

University of California, San Francisco (UCSF) is a leading university dedicated to advancing health worldwide through biomedical research, graduate education, and patient care excellence. This role focuses on managing administrative services and the general operations of a department or program, with emphasis on budget, HR, IT, facilities, and student services where applicable.

The position requires experienced professionals who can apply theory to practice, perform the full range of

Qualifications

• 3+ years of related work experience or equivalent training.
• Thorough knowledge of university rules and regulations for budget, accounting, fund management and personnel management.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling.

Responsibilities

• Render or oversee administrative services and general operations for a department or unit.
• Plan short- and long-term resource needs, budgets, HR processes, and coordination of IT, facilities, or student services where applicable.
• Supervise staff or students and report to higher level administrative operations staff.
• Ensure confidentiality and discretion in handling sensitive information.
• Support event planning, contracts and grants processes, and routine financial reporting.

Skills

Communication

Active listening

Critical thinking

Problem solving

Counseling

Job description

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.

Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.

Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and / or contracts and grants.

Develops and prepares budgets and financial reports for funding which may be complex.

Performs recharge administration.

Provides input into non-technical portions of grant and contract proposals.

Coordinates and participates in a variety of human resources activities including employment, training, classification, and ensuring the completion of forms and documents related to HR and Payroll for unit / department.

Gathers, analyzes, prepares and summarizes financial and HR reports.

May provide guidance to support employees and / or students.

Performs studies for resource plans, including approaches, trends, sources and uses.

Serves on committees, representing department / unit.

Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.

Develops and implements procedures for supply inventory and to keep equipment in good working condition.

Administers facilities and space logistics and manages equipment needs.

Acts as safety coordinator.

May assist with fundraising related duties.

3+ years of related work experience; and / or equivalent experience / training.

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

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 knowledge of common University-specific computer application programs.

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.

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 here.

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.

Salary Information

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.

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

3+ years of related work experience; and / or equivalent experience / training.

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

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 knowledge of common University-specific computer application programs.

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.