Administrator Officer 2

University of California - San Francisco; San Francisco (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

University of California - San Francisco is seeking a Faculty Assistant to support multiple faculty in Biochemistry & Biophysics and the department's central office. The role covers general administrative tasks and special projects, including event planning and communications to lab personnel.

Responsibilities include calendar management, reimbursement processing via MyExpense, BearBuy purchasing, pre-award documents, and coordination of NIH grant progress reports (T32, P01, U01, R01).

Qualifications

• BA/BS in health or biological, or biomedicine related discipline.
• Experience creating/modifying Biological Use Authorizations for study of pathogens.
• Experience creating/modifying Radiological Use Authorizations for radioisotope use.
• Experience interfacing with EH&S and inspections.
• Experience with CHR applications, renewals, modifications.
• Experience managing NIH Biosketches and submissions for T32, P01, U01, and R01 grants.

Responsibilities

• Coordinate calendar and scheduling for multiple faculty and labs.
• Process reimbursements via MyExpense with minimal supervision.
• Procure lab supplies and manage BearBuy purchases; liaise with vendors.
• Coordinate new hire and reappointment documents with HR liaison and CAO.
• Assist with NIH grant progress reports, renewals, and submissions.
• Plan events such as symposia, student schedules, catering, and facilities.
• Manage lab safety documents (BUAs, RUAs, LHAT, CHR/iRIS).
• Track lab consumables, chemicals, biologicals, service agreements and repairs.
• Coordinate freezer defrosts, cleanouts and sample disposal.
• Onboard postdocs, clinical fellows, interns, and volunteers.

Skills

Calendar management

Reimbursement processing

Procurement

Calendar coordination

Event planning

Communication

Discretion/confidentiality

Vendor liaison

Education

BA/BS in health or biological discipline

Tools

BearBuy

MyExpense

HRIS/iRIS

NIH Biosketch management

Job description

The Faculty Assistant will support multiple faculty in the Department of Biochemistry & Biophysics with general administrative tasks. The role also supports the central administrative office of the department with special projects and event planning activities.

Typical tasks will include coordination of and assistance with reimbursement processing, procurement activities in BearBuy, pre-award documents, communications to lab personnel, management of calendar and scheduling functions, and facilities requests.

Key Responsibilities

• Manage calendar functions such as scheduling of in-person meetings, conferences, Zoom appointments, group meetings, and outside appointments with little direction.
• Act as delegate to process reimbursements via MyExpense.
• Manage lab purchasing via BearBuy, interface with vendors, lab suppliers for best pricing.
• Coordinate new hire and reappointment documents in consultation with the HR liaison and CAO.
• Assist with pre-award coordination activities and with updates to CVs and NIH Biosketches, including organizing required documents for NIH T32, P01, U01, and R01 grant progress reports, renewals, and submissions.
• Participate in event planning activities including coordination of symposia, student schedules, catering, and facilities.
• Manage/Modify: BUAs, RUAs, LHAT, CHR (iRIS).
• Track and manage lab consumables, chemicals, biologicals, service agreements, repairs, liquid NO, dry ice.
• Coordinate rotating schedule of freezer defrosts, cleanouts, sample disposal.
• Coordinating meetings with donors, university leadership.
• Manage onboarding of new postdocs, clinical fellows, summer interns, and volunteers.

Qualifications

• BA/BS in health or biological, or biomedicine related discipline.
• Previous experience with creating/modifying Biological Use Authorizations for study of pathogens.
• Previous experience with creating/modifying Radiological Use Authorizations for radioisotope use.
• Previous experience interfacing with EH&S, including inspections.
• Previous experience with CHR applications, renewals, modification requests.
• Previous experience with managing, modifying emergency action plans for lab safety.
• Previous experience with managing liquid nitrogen and dry ice deliveries and contracts.
• Previous experience with -80 and -20 freezer clean-outs, disposing of unwanted biologicals.
• Previous experience with lab supply purchasing, including chemicals and biologicals.
• Previous experience tracking lab consumables, lab services, including oligonucleotide and peptide orders.
• Previous experience working with lab equipment vendors, suppliers, preventative maintenance agreements.
• Previous experience coordinating multiple calendars, scheduling meetings, including group meetings.
• Previous experience managing professional memberships, National Academy business matters, and similar.
• Previous experience managing NIH Biosketches, submitting materials for T32, P01, U01, and R01 grants.
• Previous experience submitting, managing Material Transfer Agreements.
• Previous experience with Safe Shipping SOPs and training.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgement in responding to issues and concerns.