Senior Administrative & Operations Officer (Budget & HR)

UC San Francisco (UCSF); San Francisco (CA); On-site; USD 110,000 - 150,000; Full time

Job summary

UC San Francisco (UCSF) is seeking an experienced administrative operations professional to manage the general operations and administrative services of a department or unit. You will oversee budget and HR processes, coordinate IT, facilities, and student services, and prepare financial reports for funding and grant proposals.

The role involves short- and long-term planning, ensuring confidentiality, and providing guidance to staff.

Qualifications

• 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.

Responsibilities

• 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.
• Perform 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.

Skills

Interpersonal skills

Verbal and written communication

Active listening

Critical thinking

Persuasiveness

Advising and counseling

Problem-solving

Customer service

Education

3+ years of related work experience or equivalent training

Tools

University software packages

Job description

UC San Francisco (UCSF) is seeking an experienced administrative operations professional to manage the general operations and administrative services of a department or unit. You will oversee budget and HR processes, coordinate IT, facilities, and student services, and prepare financial reports for funding and grant proposals.

The role involves short- and long-term planning, ensuring confidentiality, and providing guidance to staff.