Administrative Officer 2 - Radiology

UCSF•San Francisco, CA

7d•$33 - $60•Onsite

About The Position

The Administrative Officer 2 provides full administrative and analytical support to Radiology research and clinical faculty across multiple campus locations, ensuring smooth administrative operations. The role applies organizational policies and procedures to ongoing administrative and operational issues, administers defined programs, and independently manages problem-solving for issues of moderate scope, including research, analysis, and recommendations. It requires professionalism, diplomacy, sound judgment, and discretion when handling sensitive matters and supporting critical academic activities. The incumbent works closely with faculty and administrative staff, and interfaces with the Department of Radiology Business Office and Post-Award Unit, UCSF Contracts and Grants, and the UCSF Controller’s Office (Extramural Funding). The work spans meeting scheduling, reimbursements, purchasing, monthly reconciliations, and other administrative support. The position also supports faculty leadership and committee roles, including international, national, and University committees and professional societies, and requires evaluating the needs of those roles to manage responsibilities independently. The role provides oversight and high-level administrative support for clinical affairs operations, the Director of Clinical Affairs, the Clinical Affairs Team, Department Vice Chairs, and faculty. It coordinates meetings and events, supports access systems, office operations, space management, capital-asset reporting, equipment purchases, travel, and reimbursements. The incumbent maintains and uses online systems and databases including Smartsheet, MyExpense, BearBuy, and Advance, and is expected to have strong computer research, financial, spreadsheet, communication, organizational, and interpersonal skills. The role handles confidential matters such as credentialing, performance evaluations, faculty searches, and preparation and review of reports and presentations. The Administrative Officer works within a team of administrative service staff based at Parnassus, participates in team activities, and may collaborate with other administrative staff. The position is primarily based at the Parnassus Campus in the Department of Radiology but may require work at other locations.

Requirements

One year of experience working in an administrative or operations analysis capacity.
Bachelor’s degree in a related area, or equivalent experience or training.
Ability to use sound judgment when responding to issues and concerns.
Solid verbal and written communication and interpersonal skills for communicating effectively with all levels of staff.
Solid organizational skills and ability to multitask within demanding timeframes.
Working knowledge of common organization-specific and other computer applications.
High proficiency with MS Word, Excel, PowerPoint, Photoshop, and Adobe Acrobat, including the ability to develop spreadsheets and reports, independently draft correspondence, and create presentations under tight deadlines.
Ability to use discretion, maintain confidentiality, and exercise sound judgment.
Ability to function and participate effectively as part of a collaborative team.
Demonstrated ability to manage multiple projects from conception through implementation while maintaining a highly service-oriented demeanor.

Nice To Haves

Two years of experience in faculty and reading room support functions.
Two years of experience working with Radiant, Visage, and Apex systems.
Knowledge of UCSF Accounting and School of Medicine policies and procedures regarding travel, meetings and entertainment, expenses, purchasing, and vendor payments.
Familiarity with agency and UCSF policies regarding purchasing and reporting, restricted costs, and general spending and carry-forward guidelines.
Knowledge of grant proposal preparation and IRB submission.

Responsibilities

Administer clinical affairs operational programs and activities, which may include facilities, payroll, space planning, human resources, communications, information technology, and safety.
Lead the development and revision of standard operating procedures and guidelines.
Assess and recommend changes to maintain compliance with federal and state requirements and internal policies.
Provide oversight of office operations and high-level administrative support to the Director of Clinical Affairs, the Clinical Affairs Team, Department Vice Chairs, and faculty.
Serve as the point of contact for administrative office requests and as concierge for the clinical affairs team.
Coordinate strategic support for faculty and trainees within the clinical affairs unit and reading room support program to optimize workflow and provider productivity.
Support access and access systems for clinical affairs.
Manage problem-solving from research and analysis through identification and recommendation of solutions of moderate scope.
Coordinate committee meetings, including agendas, minutes, room reservations, attendance management, and food orders as required.
Oversee office operations, including supply purchases and inventory, office equipment, correspondence, service-unit requests, and renewals for memberships, association fees, licenses, and subscriptions.
Support capital equipment purchases over $5,000, working with Supply Chain Management to complete purchases.
Oversee faculty travel arrangements and reimbursements, as well as reimbursements for lab members, while ensuring compliance with UCSF policies.
Analyze administrative functions and procedures and recommend improvements.
Support space management by collecting user data and reporting it to the supervisor.
Support capital assets reporting, track site equipment over $5,000, and report to the supervisor.
Manage and coordinate special events hosted by research faculty or clinical sections.
Coordinate room reservations through Live 25 for weekly group meetings, arrange catering, obtain approvals, and submit reimbursements.
Complete ad hoc tasks and projects requested by the Director of Clinical Affairs, faculty, or departmental and medical-center needs.