Administrative Officer 3

University of California San Francisco; San Francisco (CA); On-site; USD 86,000 - 130,000; Full time

Job summary

Join a leading university dedicated to health and research as an Administrative Officer. This role is pivotal in managing operational support for a dynamic academic division. You will oversee administrative matters, coordinate hiring processes, and support various events, all while fostering relationships with key partners. The position emphasizes strong communication and organizational skills, making it ideal for someone passionate about contributing to a diverse and inclusive environment. If you thrive in a collaborative setting and are eager to make a difference in healthcare, this opportunity is perfect for you.

Qualifications

• 3+ years of relevant experience in administrative operations.
• Strong skills in planning, analysis, problem-solving, and customer service.

Responsibilities

• Manage operational support for the academic department.
• Coordinate hiring processes and maintain HR communications.
• Oversee division-wide communications and support events.

Skills

Verbal and written communication

Active listening

Critical thinking

Event planning

Customer service

Education

Bachelor's degree in related area

Tools

University-specific computer application programs

Job description

The Administrative Officer is the first face of the division and serves as the division’s administrative point of contact for all inquiries, providing direction to appropriate contacts and resources Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer operational support of a small to mid-sized academic or non-academic department or organizational unit with limited scope.

Will oversee a variety of ongoing administrative and operational matters including coordination of the weekly Seminar Series, various meetings and events, faculty candidate and guest visits, providing space management support, organizing facilities requests and a variety of HR and finance activities. Responsible for overseeing division-wide communications; sourcing, developing, refining, and disseminating various forms of content. The position will be required to build and maintain relationships with the Department of Public Health and UCSF partners and be able to independently resolve administrative and operational issues. The Administrative Officer will independently coordinate with Human Resources regarding all hiring and searches for Visiting Scholars, Affiliates, and Volunteers, including communication with ISSO regarding visas, monitor HR reports for limited hires hours and appointment dates, orientating new hires to the division, coordinating with IT to provide necessary access to systems; providing additional support as needed. The position will support the Division Chief, Division Manager, and occasionally faculty with programmatic support, scheduling meetings, organizing special projects, and managing division events. They will also support the Financial Analyst through assisting with administrative duties for ledger reconciliations and independently manage the division’s procurement processes as well as other highly complex duties both financial and administrative.

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.

The salary range for this position is $86,500 - $129,700 (Annual Rate).

The Division of Experimental Medicine is a translational, wet lab research unit comprised of 8 immunological research groups consisting of 10 faculty members and 65+ staff, trainees, and post-docs. Our labs use cutting edge technologies to answer clinically important questions about host-pathogen interactions across globally devastating infectious diseases, including HIV, Malaria, and Tuberculosis. Our division aspires to be an actively anti-racist group. We welcome applicants who will contribute to our institution-wide efforts celebrating our cultural backgrounds and be resolute in advancing diversity, equity, inclusion, and anti-racism activities.

Required Qualifications

• Bachelor's degree in related area and three or more years of relevant experience 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.
• 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.

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

Job Code and Payroll Title

007377 ADMIN OFCR 3

Job Category

Administrative Support

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)