Admin Officer

University of California San Francisco • San Francisco, CA

8d • $29 - $54

About The Position

This position will provide professional, high-level analytical and administrative support to the faculty in the overall operations of the faculty/residents’ offices and labs at the Mission Bay / Mission Hall location. Under the supervision of an Administrative Campus Site Supervisor, the incumbent will be the main Administrative Analyst support. Serves as resource and liaison on events related to clinical and research faculty issues. Independently analyzes and prioritizes requests prior to taking appropriate action. The incumbent will primarily provide project based support such as producing reports using statistical data analysis (mean, average, range, mode and %) using Microsoft Office Suite, and assist with A/V equipment including setting up and troubleshooting of technical problems in audio, video and network equipment. In addition, the incumbent will respond to complex inquiries (phone/email) from internal departments and outside organizations, conduct web searches on PubMed for scientific journal articles in research, document records, schedule and coordinate complex meetings and conferences, make complex travel arrangements, maintain complex service and faculty calendars, and prepare/submit expense reimbursements. All of the above will require excellent analytical and independent problem-solving skills in a fast pace, deadline-oriented environment with limited supervision. This position will serve as backup to the Administrative Campus Site Supervisor when needed, and will exercise excellent judgment to make sound decisions independently. This position will provide professional, high-level analytical and administrative support to the faculty in the overall operations of the faculty/residents’ offices and labs at the Mission Bay / Mission Hall location. Under the supervision of an Administrative Campus Site Supervisor, the incumbent will be the main Administrative Analyst support. Serves as resource and liaison on events related to clinical and research faculty issues. Independently analyzes and prioritizes requests prior to taking appropriate action. The incumbent will primarily provide project based support such as producing reports using statistical data analysis (mean, average, range, mode and %) using Microsoft Office Suite, and assist with A/V equipment including setting up and troubleshooting of technical problems in audio, video and network equipment. In addition, the incumbent will respond to complex inquiries (phone/email) from internal departments and outside organizations, conduct web searches on PubMed for scientific journal articles in research, document records, schedule and coordinate complex meetings and conferences, make complex travel arrangements, maintain complex service and faculty calendars, and prepare/submit expense reimbursements. All of the above will require excellent analytical and independent problem-solving skills in a fast pace, deadline-oriented environment with limited supervision. This position will serve as backup to the Administrative Campus Site Supervisor when needed, and will exercise excellent judgment to make sound decisions independently.

Requirements

• Bachelor's degree in related area and 2 years relevant experience and / or equivalent experience / training
• Ability to use sound judgment in responding to issues and concerns.
• Be able to work in a fast paced environment, handle multiple projects simultaneously, be exceptionally organized, focused with attention to detail, follow through with issues in a timely matter, perform under pressure with increasingly, challenging administrative tasks, accommodate last minute requests efficiently and effectively, respond promptly to conflicting priorities with minimal supervision.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Proven ability to communicate, correspond and interact with a diverse group of people within UC campuses, UC Departments, faculty, staff, students, trainees, outside physicians and institutions and patients
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong knowledge of the following: basic help desk troubleshooting such as logins and screen displays and audio/visual equipment setup and breakdown of high-tech video conferencing system
• Demonstrate exemplary oral, written and interpersonal communication skills.
• Must be able to edit professional documents for grammar, spelling and content.

Nice To Haves

• UCSF work experience, knowledge of UCSF and the School of Medicine; knowledge of UCSF accounting processes and policies, travel and entertainment policies and restrictions, HIPAA/Privacy policies, travel arrangements using Connexxus, check requests using BearBuy, CHR application submissions using iMedRis and reimbursements using MyExpense.

Responsibilities

• Provide professional, high-level analytical and administrative support to the faculty in the overall operations of the faculty/residents’ offices and labs at the Mission Bay / Mission Hall location.
• Serves as resource and liaison on events related to clinical and research faculty issues.
• Independently analyzes and prioritizes requests prior to taking appropriate action.
• Producing reports using statistical data analysis (mean, average, range, mode and %) using Microsoft Office Suite
• Assist with A/V equipment including setting up and troubleshooting of technical problems in audio, video and network equipment.
• Respond to complex inquiries (phone/email) from internal departments and outside organizations
• Conduct web searches on PubMed for scientific journal articles in research
• Document records
• Schedule and coordinate complex meetings and conferences
• Make complex travel arrangements
• Maintain complex service and faculty calendars
• Prepare/submit expense reimbursements
• Serve as backup to the Administrative Campus Site Supervisor when needed

Benefits

• The final salary and offer components are subject to additional approvals based on UC policy.
• Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF.
• For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.
• To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level