Administrative Officer 3

University of California San Francisco•San Francisco, CA

About The Position

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. The Administrative Officer (AO3) provides comprehensive administrative and operational support for the Education in Palliative and End-of-Life Care (EPEC) – Pediatrics Europe program. Working under the direction of the Principal Investigator, Dr. Stefan Friedrichsdorf, and program designees, the AO3 plays a key role in managing program activities, managing logistics, and supporting effective communication among international partners. The AO3 serves as the primary liaison to the administrative and leadership team in Prague, Czech Republic , facilitating alignment between U.S.-based and European program operations. The AO3 will coordinate activities in collaboration with the European-based program coordinator, UCSF, and the steering committee on programmatic work. The AO3 will also assist with travel and reimbursement logistics for the annual Train-the-Trainer and Professional Development Workshop . Financial responsibilities include process, monitoring payments and reimbursements for all U.S.-based program participants—such as honoraria, vendor invoices, and travel-related expenses—using UCSF systems and in collaboration with the UCSF grants management team. In addition, the AO3 will work with the GME Office to manage and coordinate activities related to EPEC program to meet CME standards including orientation, registration and enrollment, marketing, booking location and RFP site selection, manage mailing lists, send notification and save the date, content development with course lead, brochure coordination and dissemination, review space, coordinate IT support related to audio/visual, catering event, and communicate information in a timely manner. The AO3 supports the EPEC–Pediatrics Europe Steering Committee, Advisory Council, and Task Forces by scheduling and organizing recurring Zoom meetings, preparing materials, recording minutes, and ensuring timely follow-up on action items. Additional responsibilities include day-to-day program coordination, conference planning and logistics, and supporting program evaluation activities, such as setting up and tracking participant feedback surveys. 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. The salary range for this position is $78,900 - $167,300 (Annual Rate). To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Requirements

Bachelor’s degree in a relevant field (e.g., business administration, education, public health, or related area) and at least three years of administrative experience, and/or an equivalent combination of education and experience
Minimum 3 years of related experience
Ability to use discretion and maintain confidentiality
Strong skills in short-term planning, analysis, problem-solving, and customer service
Experience with calendaring and setting up meetings
Able to multi-task
Critical thinking paired with strong skills in team work and use of judgement in determining priorities
Demonstrates exceptional attention to details, crucial for identifying and rectifying discrepancies; proven ability to accuracy or work
Proven ability to effectively present information verbally and in writing with a clear and concise manner
Demonstrated organizational and time management skills with the ability to prioritize multiple tasks, meet deadlines, and maintain attention to detail
Strong written and verbal communication skills, including the ability to draft professional correspondence, meeting summaries, and reports
Experience coordinating meetings and events (in-person and virtual) using platforms such as Zoom or Microsoft Teams
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general comfort with online systems and databases
Ability to work independently and collaboratively in a fast-paced, dynamic academic environment
Professionalism, discretion, and the ability to handle confidential information appropriately
Strong interpersonal skills and ability to work effectively with faculty, staff, students, and international partners
Ability and flexibility to travel to Europe as necessary to meet project needs
Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills with utmost diplomacy

Nice To Haves

Demonstrated background and track record of interest in education
Knowledge of the EPEC-Pediatrics program through past exposure to conferences and program leadership
Proficiency in written and spoken English and Spanish
Experience developing and delivering educational curricula and CME program
Experience with teaching in multicultural settings
Strong interest in pediatric palliative care
Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management
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
Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees
Knowledge of University systems such as MyExpense, BearBuy, UCPath, PeopleSoft Financials, and other
Experience with working with physicians in academic setting

Responsibilities

Managing program activities
Managing logistics
Supporting effective communication among international partners
Serving as the primary liaison to the administrative and leadership team in Prague, Czech Republic
Coordinating activities in collaboration with the European-based program coordinator, UCSF, and the steering committee on programmatic work
Assisting with travel and reimbursement logistics for the annual Train-the-Trainer and Professional Development Workshop
Processing and monitoring payments and reimbursements for all U.S.-based program participants
Managing and coordinating activities related to EPEC program to meet CME standards
Supporting the EPEC–Pediatrics Europe Steering Committee, Advisory Council, and Task Forces
Day-to-day program coordination
Conference planning and logistics
Supporting program evaluation activities