Operations Coordinator

University of California - San Francisco; San Francisco (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

The University of California, San Francisco is seeking an Operations Coordinator to handle financial and procurement activities, facilities and space coordination, IT asset management, and HR/Student Services support within the School of Pharmacy. The role involves coordinating logistics for meetings and projects, triaging requests, and ensuring timely processing of documents.

This temporary 6-month assignment may extend.

Qualifications

• Bachelor's degree in a related field or equivalent experience.
• Minimum 1 year of related experience.
• Excellent communication and professional, confidential handling.

Responsibilities

• Administers a defined operational program or activities which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety.
• Provides administrative support for Student Services activities and responds to or appropriately routes routine requests from students.
• Coordinate documentation, system access, equipment, workspace, and other administrative needs associated with personnel transitions.
• Process purchasing, procurement, reimbursements, and other financial transactions in accordance with established policies and procedures.
• Prepare and track purchase orders, invoices, reimbursements, and related financial documentation.
• Triage incoming requests, establish priorities, and manage multiple assignments and deadlines in a fast-paced environment.
• Provide temporary or supplemental administrative coverage to units and departments throughout the School of Pharmacy based on operational needs.
• Assist with special projects, workload surges, staffing gaps, and other time-sensitive operational needs as directed by the supervisor.
• Ensures the timely completion and submission of required documentation from the Department hiring managers and successful candidates who are offered a position.
• Monitors appointment dates and manages the renewal process, as appropriate, working with the Department and HR Shared Services to ensure timely processing, with minimal disruption to operations.
• Manages data systems to track onboarding/offboarding of new hires and affiliates
• Submits and manages the PeopleConnect Management Action (PCMA) and Oracle systems to ensure timely completion of personal actions.

Skills

Communication skills

Discretion and confidentiality

Education

Bachelor's degree or equivalent

Tools

MyAccess

BearBuy

Oracle

PeopleConnect

MyExpense

Job description

Job Summary

The Operations Coordinator performs financial and procurement activities, facilities and space coordination, IT asset management, and support functions for Human Resources and Student Services, and facilitates logistics for meetings and/or events. The incumbent will also work closely with faculty and administrative staff on a variety of tasks and projects, and is expected to manage the entire problem-solving process, which includes researching, analyzing information, identifying, and recommending potential solutions of moderate scope. The incumbent manages other duties as assigned and may serve as a floater for other units/departments in the School of Pharmacy as directed by their supervisor.

The incumbent must be able to triage and prioritize in a fast-paced environment, work independently with minimal supervision, remain current in technological applications, be exceedingly well-organized and flexible, be a pragmatic problem-solver and a team player, with excellent communication skills and meticulous attention to detail.

Please note: this is a temporary assignment (6 months) with potential to extend.

Key Responsibilities

• Administers a defined operational program or activities which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety.
• Provides administrative support for Student Services activities and responds to or appropriately routes routine requests from students.
• Coordinate documentation, system access, equipment, workspace, and other administrative needs associated with personnel transitions.
• Process purchasing, procurement, reimbursements, and other financial transactions in accordance with established policies and procedures.
• Prepare and track purchase orders, invoices, reimbursements, and related financial documentation.
• Triage incoming requests, establish priorities, and manage multiple assignments and deadlines in a fast-paced environment.
• Provide temporary or supplemental administrative coverage to units and departments throughout the School of Pharmacy based on operational needs.
• Assist with special projects, workload surges, staffing gaps, and other time-sensitive operational needs as directed by the supervisor.
• Ensures the timely completion and submission of required documentation from the Department hiring managers and successful candidates who are offered a position.
• Monitors appointment dates and manages the renewal process, as appropriate, working with the Department and HR Shared Services to ensure timely processing, with minimal disruption to operations.
• Manages data systems to track onboarding/offboarding of new hires and affiliates
• Submits and manages the PeopleConnect Management Action (PCMA) and Oracle systems to ensure timely completion of personal actions.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum 1 year of related experience
• Ability to use sound judgment in responding to issues and concerns
• Excellent communication skills
• Ability to interact in a professional, resourceful, and courteous manner
• Ability to use discretion and maintain confidentiality

Preferred Qualifications

• Experience with UCSF administrative systems and applications, such as MyAccess, BearBuy, Oracle, PeopleConnect, and MyExpense.
• Familiarity with UCSF policies, procedures, and administrative processes related to HR, Student Services, fund management, procurement, and/or personnel administration.