Admin Officer 3

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.

Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

Required Qualifications

• Bachelor''s degree in related area and / or equivalent experience / training.
• Minimum 3 years of related experience
• 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.
• Experience in health care administration and / or academic institution administration

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

20

yes

Academic Affairs:

• Support division chief with onboarding new faculty
• Coordinating the interview process for new faculty applicants which can include working with search committee to gather information, scheduling interview times with multiple faculty, setting up presentations, setting up dinners, hotels reservations, and reimbursements

25

yes

Administrative duties which includes:

• Writing and oversight of division business continuity and emergency plans
• In collaboration with the Division Administrator, ensures that division processes are compliant with department and institutional policies and requirements, and enforce as needed.
• Facilitate communication between Division Administrator, divisions, central UCSF units, external entities, and Ambulatory and other Medical Center Clinical leadership units.
• Oversee the submission and processing of reimbursement requests, purchasing supplies, monitoring, tracking, and reconciling expenditures; and process as needed, depending on level of complexity.
• Serve as indirect lead for lower level staff, who are supporting the same divisions, and oversee parts of their work that are in line with this position's responsibilities. Provide training and guidance as needed.
• Work collaboratively with research administrators, clinical support staff, and other staff, to ensure smooth and inclusive support, to the divisions, where research, clinical operations and academic operations intersect
• Directly provides difficult, complex, technical and/or specialized administrative and academic support requiring exercise of independent judgement, application of technical skills, and a detailed knowledge of the activities and procedures specific to the assigned divisions
• Complex Calendaring/Scheduling for faculty leadership. Includes prospective review of calendar on a weekly basis to anticipate and resolve conflicts, reschedule meetings as necessary.

30

yes

Support Research Labs in Oncology

• Oversee day-to-day operations including assisting with IT requests, routing facilities issues, ensuring the labs run efficiently and effectively. Act as point of contact for issues and independently decide next course of action.
• Lead set up, purchasing, invoicing, and closeout of professional service agreements and other purchases, which can be complex
• Work with division administrator and RFAs on the management of division's research funds, in addition to other division funds as needed.
• Assist in Scheduling of maintenance and repair of lab equipment as needed
• Helping organize research-related activities including lab retreats, research meetings, etc.

10

yes

Qgenda

• Oversee the Qgenda scheduling process for 3 divisions
• Maintain clinical schedules through clinical calendaring systems, as needed, and strategize/create/design within systems, so they reflect the needs of divisions.
• Serve as a backup scheduler to the 3 divisions
• Train staff on how to manage the clinical schedule for the 3 divisions

10

yes

Project Management and Coordination

• Coordinate and carry out special projects/assignments that can be complex and requires in-depth analysis, on an as needed basis. Create timeline and workflow plan, execute steps and communicate back to faculty and staff, all while meeting strict deadlines. Projects examples include working with the division chief and search committees on faculty recruitment interviews, and serving as the administrative point of contact, planning meetings and retreats (that can be complex and multi-day), coordinating faculty, fellow and staff moving to new academic building and hospital
• Design and lead the updating of division website content
• Manage division listservs
• Design and perform studies for resource plans, including approaches, trends, sources, uses and cost savings
• Serve on committees, representing division and/or division administrator, as needed.
• Serve as the division's safety coordinator

5

noDuties as assigned

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

20

yes

Academic Affairs:

• Support division chief with onboarding new faculty
• Coordinating the interview process for new faculty applicants which can include working with search committee to gather information, scheduling interview times with multiple faculty, setting up presentations, setting up dinners, hotels reservations, and reimbursements

25

yes

Administrative duties which includes:

• Writing and oversight of division business continuity and emergency plans
• In collaboration with the Division Administrator, ensures that division processes are compliant with department and institutional policies and requirements, and enforce as needed.
• Facilitate communication between Division Administrator, divisions, central UCSF units, external entities, and Ambulatory and other Medical Center Clinical leadership units.
• Oversee the submission and processing of reimbursement requests, purchasing supplies, monitoring, tracking, and reconciling expenditures; and process as needed, depending on level of complexity.
• Serve as indirect lead for lower level staff, who are supporting the same divisions, and oversee parts of their work that are in line with this position's responsibilities. Provide training and guidance as needed.
• Work collaboratively with research administrators, clinical support staff, and other staff, to ensure smooth and inclusive support, to the divisions, where research, clinical operations and academic operations intersect
• Directly provides difficult, complex, technical and/or specialized administrative and academic support requiring exercise of independent judgement, application of technical skills, and a detailed knowledge of the activities and procedures specific to the assigned divisions
• Complex Calendaring/Scheduling for faculty leadership. Includes prospective review of calendar on a weekly basis to anticipate and resolve conflicts, reschedule meetings as necessary.

30

yes

Support Research Labs in Oncology

• Oversee day-to-day operations including assisting with IT requests, routing facilities issues, ensuring the labs run efficiently and effectively. Act as point of contact for issues and independently decide next course of action.
• Lead set up, purchasing, invoicing, and closeout of professional service agreements and other purchases, which can be complex
• Work with division administrator and RFAs on the management of division's research funds, in addition to other division funds as needed.
• Assist in Scheduling of maintenance and repair of lab equipment as needed
• Helping organize research-related activities including lab retreats, research meetings, etc.

10

yes

Qgenda

• Oversee the Qgenda scheduling process for 3 divisions
• Maintain clinical schedules through clinical calendaring systems, as needed, and strategize/create/design within systems, so they reflect the needs of divisions.
• Serve as a backup scheduler to the 3 divisions
• Train staff on how to manage the clinical schedule for the 3 divisions

10

yes

Project Management and Coordination

• Coordinate and carry out special projects/assignments that can be complex and requires in-depth analysis, on an as needed basis. Create timeline and workflow plan, execute steps and communicate back to faculty and staff, all while meeting strict deadlines. Projects examples include working with the division chief and search committees on faculty recruitment interviews, and serving as the administrative point of contact, planning meetings and retreats (that can be complex and multi-day), coordinating faculty, fellow and staff moving to new academic building and hospital
• Design and lead the updating of division website content
• Manage division listservs
• Design and perform studies for resource plans, including approaches, trends, sources, uses and cost savings
• Serve on committees, representing division and/or division administrator, as needed.
• Serve as the division's safety coordinator

5

noDuties as assigned

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)