Admin Ofcr 2 Cx

University of California, San Francisco•San Francisco, CA

22d•Onsite

About The Position

Applies organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope. The administrative coordinator will support operational functions under the general guidance of an administrative officer and the direct supervision of a division manager. This position is responsible for directly providing, and for coordinating, a full range of day to day administrative, HR, operational, and financial functions, and other special projects as assigned. The position includes support to our medical directors as well as our clinical faculty, fellows, and staff. Furthermore, the administrative coordinator will be expected to work onsite, and will assist in special projects/assignments as they arise. Other assignments could include but not limited to coordinating state mandated time studies, managing division’s mail, coordinating various division meetings, purchasing, and reimbursements, and clinical scheduling.

Requirements

Bachelor's degree in related area and / or equivalent experience / training.
Minimum 1 year of related experience
Demonstrated outstanding analytical, written verbal and communication skills in previous administrative positions
Demonstrated independent organizational and management skills in previous administrative positions
Experience with complex scheduling and calendaring
Experience with supporting leadership and/or executive roles

Nice To Haves

Experience with financial records and systems.
Familiarity with UCSF systems.
Experience in a laboratory setting.
Experience with human resources processes.

Responsibilities

Faculty Support: Calendar Support for Medical Directors
Process expense reimbursements for clinical faculty, including complex international travel, within timeline set by division manager
Faculty meeting coordination and setup
Room Booking
Travel Accommodations for clinical and research collaborations
Division Operations: Functions as a resource on issues such as escalated customer service problems and vendor concerns.
Directs inquiries from division and Department members, appropriately, to the administrative officer, division manager, UCSF centralized unit, etc
Administrative / operational: Coordinate and schedule regular (and selected one-off) division meetings which include but not limited to: Tumor Board meeting, Solid Tumor Board meeting, Liver Tumor board meeting, Symposium Meeting, and Monday division’s conference.
Coordinate any catering and processing of any subsequent expenses.
Work with the faculty to request and finalizing meeting agendas
Assist with Division Events
Manage division mail and packages, including assessing current process and proposing / implementing improvements
Maintain division documents (e.g. division letterhead, contact list, etc.) and create as needed
Assist the DA with requests to keep the medical center and UCSF website up to date.
Assist with Managing Division’s Listservs
Maintains electronic delivery of weekly evaluations from faculty/residents in the MedHub system
Facilities support for offices needs and maintenance
Conference Room Reservation
Participate in development or revisions of standard operation procedures and guidelines
Prepare, maintain, and submit Continuing Education Tumor Board Application Renewals
Assist with the Clinical Immersive experience (CIEx) for medical students who enroll in the 2-week rotation
Financial: Track CME funds for the division
Human resources: Support the onboarding processes of faculty, staff, postdocs, visiting scholars, etc.
Purchasing: Process orders for supplies and other BearBuy transactions
Setup vendors in BearBuy, monitor POs, and take appropriate actions to update POs as needed.
Match Exception Handler
Clinic Schedule: Submit clinical schedule for the westbay and eastbay in Qgenda/Amion after schedule is created and maintain it throughout the year if there are any changes.
Update operator services of any changes
Work with the the faculty on the schedule
Duties as assigned