Project Analyst (Limited) - Surgical Oncology

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

Job summary

UCSF Health, AG is seeking an Administrative Officer to provide executive-level support to the Vice Chair of Faculty Affairs and the Colorectal Surgery Section. The role includes coordinating schedules, preparing letters, and assisting with department operations in a high-acuity academic medical setting.

The position supports clinical workflow design, faculty mentoring, and reporting on metrics such as new patient visits, time to appointment, revenue, and OR utilization, while maintaining

Qualifications

• Bachelor's degree in related area and/or equivalent experience
• Minimum of 1 year of experience in administrative operations
• Experience in calendaring and scheduling for multiple faculty using MS Outlook
• Working knowledge of MS Office applications (Word, Excel, Outlook) and ability to learn other programs
• Strong communication and interpersonal skills to communicate with all levels of staff
• Excellent organizational and multitasking abilities with tight deadlines
• Ability to maintain confidentiality and exercise discretion
• Experience with financial reports or accounting knowledge is a plus

Responsibilities

• Provide executive-level support to the Vice Chair of Faculty Affairs and faculty within the Colorectal Surgery Section
• Analyze and create department reports on metrics such as new patient visits, appointment times, revenue, physician satisfaction, and OR utilization
• Coordinate the Faculty Mentoring program, maintain mentoring database, prepare annual report, schedule meetings, ensure compliance
• Manage HR processes such as gathering documents for appointments
• Maintain comprehensive calendar, arrange travel, compose letters, and provide IT and financial support as needed
• Prepare communications with external contacts including editors, publishers, associations, and governmental agencies

Skills

Communication

Organizational skills

Multitasking

Time management

Discretion & confidentiality

Independent work

Judgment

Education

Bachelor's degree in related area

Tools

MS Outlook

MS Word

MS Excel

MS Office

Job description

Description & RequirementsJob Description

The Administrative Officer will provide executive-level support to the Vice Chair of Faculty Affairs and as needed to other faculty within the Colorectal Surgery Section in the Division of Surgical Oncology.

The Administrative Officer will provide analytical and project support to Dr. Finlayson as the Chief Value Officer/Executive Medical Director for the Surgery Faculty Practice which includes gathering information, developing work plans, and coordinating pilot projects involving the design and implementation of clinical care workflows that improve quality and safety, access, efficiency of Department of Surgery elective surgical care practices; works closely with the Chair's office Finance Unit and Dr. Finlayson to analyze and create Department of Surgery reports including metrics on new patient visits, time to new appt, revenue, satisfaction of referring physicians, and operating room (OR) utilization.

The individual will also help coordinate all aspects of the Department of Surgery Faculty Mentoring program including maintaining a faculty mentoring database, working with Dr. Finlayson to research and gather information to submit the annual faculty mentoring program report to the Department Chair, scheduling annual Assistant Professor meetings, ensure faculty compliance with annual documentation requirements, compile and submit updated mentor and mentee list annually to School of Medicine (SOM) Faculty Mentoring Program office.

The individual will also manage a range of responsibilities associated with the Colorectal Surgery section faculty's administrative, research, and clinical roles. The responsibilities include communication around the faculty leadership roles at UCSF, including oral communication and written correspondence with Division and Department faculty, other university faculty and officials, the Dean and UCSF Medical Center administration, national journal editorial boards, publishers, professional associations, research institutes, private corporations, and private foundations, governmental agencies, other high level contacts at other universities, and patients. In addition, the incumbent provides financial and IT support, maintains a comprehensive calendar, arranges travel and composes letters. The incumbent works closely with the faculty and Operations Manager to support HR processes such as gathering documents for appointments.

This position is currently a limited appointment because of section growth and operational restructuring with the possibility to turn into a career position.

Department Overview:

The mission of the UCSF Department of Surgery is threefold: to develop the next generation of leaders in surgery; to provide outstanding quality clinical care that is cost effective, yet compassionate; and to make significant advances in scientific knowledge and clinical practice through basic and clinical research. Care of patients is what attracted our faculty and residents to surgery, and it continues to be our main focus.

The Department is comprised of seven divisions including Adult Cardiothoracic Surgery, General Surgery, Pediatric Cardiothoracic Surgery, Pediatric Surgery, Plastic & Reconstructive Surgery, Transplant Surgery, and Vascular & Endovascular Surgery. Our surgeons provide care at locations throughout greater San Francisco including: UCSF Medical Center at Parnassus (Moffitt-Long Hospital), UCSF Medical Center at Mt. Zion, UCSF Medical Center at Mission Bay (UCSF Bakar Cancer Hospital and UCSF Benioff Children's Hospital San Francisco), Zuckerberg San Francisco General Hospital and Trauma Center, San Francisco VA Medical Center, and Alameda County Medical Center in Oakland. Our residents rotate through UCSF Medical Center, Kaiser Permanente, and California Pacific Medical Center.

UCSF has a well established and deserved reputation for preeminent patient care services, much of which is anchored in our Division's world-class programs in surgery of the esophagus, liver, pancreas, colon and rectum, thyroid and parathyroids, breast, melanoma, obesity, and the management and prevention of acute traumatic injuries.

QualificationsRequired Qualifications:

• - Bachelor's degree in related are and / or equivalent experience / training.
• - Minimum of 1 year of experience in administrative operations.
• - Experience in calendaring and scheduling for multiple faculty using MS Outlook
• - This position is currently a limited appointment because of section growth and operational restructuring with the possibility to turn into a career position.
• - Working knowledge of common organization-specific and other computer application programs. Excellent proficiency in MS Office applications (Word, Excel, and Outlook). Demonstrated skill in word processing to prepare correspondence and other documents with speed and accuracy. Ability to learn how to utilize other programs as needed.
• - Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing including a basic understanding of medical science in order to support faculty with transcribing letters.
• - Solid organizational skills and ability to multi-task with demanding timeframes. Ability to work on multiple projects simultaneously and effectively prioritize tasks with competing deadlines.
• - Ability to meet deadlines in a timely an accurate manner with excellent attention to detail.
• - Demonstrated experience working independently with minimal supervision, using initiative and resourcefulness in performing job duties in areas of responsibilities and in the execution of additional duties as assigned; Ability to use sound judgment in responding to issues and concerns.
• - Working knowledge of accounting, finance and the ability to interpret and prepare basic financial reports. Analytical skills to collect, sort, process qualitative and quantitative data and provide quality reporting
• - Ability to use discretion and maintain confidentiality.

Preferred Qualifications:

• - Experience working in academic medical setting and understanding best business practices
• - Experience working in academic medical setting and understanding best business practices
• - Knowledge of UC Financial systems such as MyReports, MyExpense, BearBuy, and HBS