Administrative Officer III

University of California, San Francisco•San Francisco, CA

About The Position

Manages, plans, and administers the operations of a small to medium academic department or non-academic department or program with limited scope. The role involves applying in-depth professional knowledge and independently handling responsibilities across administrative operations, including budgetary financial management and human resources, and potentially IT, facilities, student services, and contracts and grants. The position performs short- and long-term planning, analyzes issues of diverse scope, and determines solutions. It may report to a chair, director, or higher-level administrative operations professional or manager, and may supervise staff or students. Responsibilities may span financial and budget management, contracts and grants support, human resources coordination, communications, facilities and equipment, safety, and fundraising-related duties. The role may serve on committees as a department or unit representative and use judgment in selecting methods and techniques to obtain solutions.

Requirements

At least 3 years of related work experience and/or equivalent experience or training.
Thorough knowledge of University rules, regulations, processes, protocols, and procedures for budget, accounting, and fund management, and/or personnel management.
Interpersonal skills, including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling.
Knowledge of administrative operations 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.
Ability to use discretion and maintain confidentiality.
Strong skills in short-term planning, analysis, problem-solving, and customer service.
Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.

Responsibilities

Manage, plan, and administer administrative operations for a small to medium academic department or non-academic department or program.
Perform studies for resource plans, including approaches, trends, sources, and uses.
Serve on committees as a representative of the department or unit.
Develop and prepare budgets and financial reports for funding, which may be complex.
Perform recharge administration.
Gather, analyze, prepare, and summarize financial and human resources reports.
Provide input into non-technical portions of grant and contract proposals.
Coordinate and participate in human resources activities, including employment, training, classification, and completion of HR and Payroll forms and documents.
Provide guidance to support employees and/or students, as applicable.
Assist with organizational website content and draft newsletters and correspondence to constituents.
Develop and implement supply-inventory procedures and procedures to keep equipment in good working condition.
Administer facilities and space logistics and manage equipment needs.
Act as safety coordinator.
May assist with fundraising-related duties.
Perform short- and long-term planning for the organization.
May supervise staff or students.