Administrative Officer

UCSF•San Francisco, CA

6d•$81,300 - $172,300•Onsite

About The Position

This position serves as an administrative and analytical resource for the Office of the Chair in the Department of Surgery and its senior executives which includes the Department Chair and Associate Chair of Finance and Administration. The incumbent will be expected to manage a range of duties and responsibilities associated with the administrative functions within the Chair’s Office as well as duties related to the administrative, research, and clinical roles of the Chair and Chair’s Office executives. The incumbent will be required to independently (with minimal supervision) produce visual aids, i.e., prints and slide presentations of figures and tables, computer graphics, and photocopying of materials for major meetings. Coordinate and support editorial responsibilities for scientific and clinical publications, including library and online searches, manuscript preparation, and management of bibliographic materials using EndNote software (relevant literature, subscriptions to journals, etc.). Independently analyze needs/goals in coordinating the Chair’s schedules in a fast pace environment. Maintain Chairs' calendars, scheduling meetings with multiple internal, external, and international groups, coordinating arrangements for on and off-site meetings, conferences and events. Maintain a solid working knowledge of the department and its organization in order to be able to respond to issues effectively and with minimal guidance. The incumbent will be responsible for orchestrating complex multi-site travel schedule involving both national and international locations. The incumbent will also assist the Chair’s Office Administrative Team in planning department wide events, managing the department website, and other special projects. The Surgery Chair’s Office plays a vital role within the School of Medicine and throughout UCSF. This office and its executives regularly communicate with senior leaders from Campus and the Medical Center to coordinate administrative, surgical, research, and academic functions critical to the overall mission of the University. In addition, the Department of Surgery partners with dozens of outside medical facilities and hospital groups throughout San Francisco, the greater Bay Area, Southern California and Hawaii to provide surgical and academic (teaching) expertise. This offices’ executives have leadership roles in national and international organizations covering a range of medical & surgical specialties and administrative functions. This position will need to communicate with these groups often representing the executive or the Chair’s Office.

Requirements

Seasoned and experienced administrative operation professional skills.
Good judgment in selecting methods and techniques for obtaining solutions.
Ability to independently produce visual aids, i.e., prints and slide presentations of figures and tables, computer graphics, and photocopying of materials for major meetings.
Ability to coordinate and support editorial responsibilities for scientific and clinical publications, including library and online searches, manuscript preparation, and management of bibliographic materials using EndNote software.
Ability to independently analyze needs/goals in coordinating the Chair’s schedules in a fast pace environment.
Ability to maintain Chairs' calendars, scheduling meetings with multiple internal, external, and international groups, coordinating arrangements for on and off-site meetings, conferences and events.
Ability to maintain a solid working knowledge of the department and its organization in order to be able to respond to issues effectively and with minimal guidance.
Ability to orchestrate complex multi-site travel schedules involving both national and international locations.
Ability to assist the Chair’s Office Administrative Team in planning department wide events, managing the department website, and other special projects.
Ability to communicate with senior leaders from Campus and the Medical Center.
Ability to communicate with dozens of outside medical facilities and hospital groups.
Ability to communicate with national and international organizations.
Ability to represent the executive or the Chair’s Office in communications.
Ability to handle issues with confidentiality and compliance.

Nice To Haves

Experience in an academic or non-academic department or organizational unit with limited scope.
Experience reporting to a chair, director, or a higher level administrative operations professional or manager.
Experience supervising staff or students.

Responsibilities

Manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope.
Perform short- and long-term planning for the organization.
Supervise staff or students.
Serve as an administrative and analytical resource for the Office of the Chair in the Department of Surgery and its senior executives.
Manage a range of duties and responsibilities associated with the administrative functions within the Chair’s Office.
Manage duties related to the administrative, research, and clinical roles of the Chair and Chair’s Office executives.
Produce visual aids, i.e., prints and slide presentations of figures and tables, computer graphics, and photocopying of materials for major meetings.
Coordinate and support editorial responsibilities for scientific and clinical publications, including library and online searches, manuscript preparation, and management of bibliographic materials using EndNote software.
Analyze needs/goals in coordinating the Chair’s schedules in a fast pace environment.
Maintain Chairs' calendars, scheduling meetings with multiple internal, external, and international groups.
Coordinate arrangements for on and off-site meetings, conferences and events.
Maintain a solid working knowledge of the department and its organization.
Orchestrate complex multi-site travel schedules involving both national and international locations.
Assist the Chair’s Office Administrative Team in planning department wide events.
Manage the department website.
Undertake other special projects.
Communicate with senior leaders from Campus and the Medical Center.
Communicate with dozens of outside medical facilities and hospital groups.
Communicate with national and international organizations.
Represent the executive or the Chair’s Office in communications.