Administrative Officer (Limited) - Surgical Oncology

UCSF•San Francisco, CA

2d•$33 - $60

About The Position

The Administrative Officer provides executive-level support to the Vice Chair of Faculty Affairs and, as needed, other faculty in the Colorectal Surgery Section of the Division of Surgical Oncology. The role also supports Dr. Finlayson as Chief Value Officer/Executive Medical Director for the Surgery Faculty Practice, helping develop and track work plans and coordinate pilot projects focused on improving the quality, safety, access, and efficiency of elective surgical care. The position works with the Chair’s office Finance Unit and Dr. Finlayson to analyze and produce Department of Surgery reports on clinical and divisional metrics, including new patient visits, time to new appointments, revenue, referring-physician satisfaction, and operating room utilization. The Administrative Officer coordinates the Department of Surgery Faculty Mentoring program, maintaining its database, supporting the annual program report, scheduling Assistant Professor meetings, ensuring annual documentation is completed, and submitting updated mentor and mentee lists to the School of Medicine. The role also supports the Leadership Coaching Program by helping maintain vendor contracts and navigate billing and invoices. The position provides administrative, research, clinical, financial, and IT support to Colorectal Surgery faculty. Duties include serving as a liaison with university and medical center leaders and external organizations; handling correspondence and inquiries; maintaining calendars and faculty records; arranging travel and meetings; assisting with faculty onboarding and HR documentation; processing financial transactions and maintaining records; coordinating user accounts and IT support; advising faculty on data security and equipment policies; and ensuring faculty websites are updated. This is currently a limited appointment due to section growth and operational restructuring, with the possibility of becoming a career position. The role is transitioning from support for one faculty member to shared, flexible support for multiple faculty members across the section. The limited appointment will allow the department to evaluate workload, operational needs, and the efficiency of the shared-support structure before establishing a career position.

Requirements

Bachelor’s degree in a related area and/or equivalent experience or training.
At least 1 year of experience in administrative operations.
Experience calendaring and scheduling for multiple faculty members using MS Outlook.
Working knowledge of common organization-specific and other computer applications; excellent proficiency with Microsoft Word, Excel, and Outlook; and ability to learn other programs as needed.
Demonstrated word-processing skills to prepare correspondence and documents accurately and efficiently.
Solid verbal and written communication and interpersonal skills for communicating with all levels of staff, including a basic understanding of medical science to support faculty with transcribing letters.
Strong organizational skills and ability to multitask, manage multiple projects, and prioritize competing deadlines.
Ability to meet deadlines accurately and on time, with excellent attention to detail.
Demonstrated ability to work independently with minimal supervision, exercise initiative and resourcefulness, and use sound judgment in responding to issues and concerns.
Working knowledge of accounting and finance, including the ability to interpret and prepare basic financial reports.
Analytical skills to collect, sort, and process qualitative and quantitative data and produce quality reports.
Ability to use discretion and maintain confidentiality.

Nice To Haves

Experience working in an academic medical setting and understanding best business practices.
Knowledge of UC financial systems such as MyReports, MyExpense, BearBuy, and HBS.

Responsibilities

Develop, update, distribute, and track work plans for potential pilot projects.
Plan, coordinate, organize, and attend strategy meetings with collaborative units, including Quality, Patient Experience, medical directors, community providers, and administrative directors.
Organize the Surgical Director’s Meeting agenda; maintain its database and minutes; and distribute minutes to institutional chairs.
Work with the Chair’s office Finance Unit and Dr. Finlayson to analyze and prepare Department-level reports on clinical and divisional metrics.
Maintain the faculty mentoring database and help prepare the annual faculty mentoring program report for the Department Chair.
Schedule annual Assistant Professor meetings, ensure completion of annual faculty documentation, and submit updated mentor and mentee lists to the School of Medicine program office.
Coordinate with the Leadership Coaching Program to keep outside-vendor contracts current and assist with billing and invoices.
Serve as an executive liaison between Dr. Finlayson, Colorectal Surgery faculty, university and medical center leaders, external organizations, public officials, and other contacts; use independent judgment to share information, set priorities, and resolve matters.
Evaluate incoming correspondence; draft, transcribe, and edit general, confidential, scientific, and personal correspondence and other documents for review and signature.
Maintain Dr. Finlayson’s and Colorectal Surgery faculty’s CVs and research documents, including NIH Biographical Sketches.
Create visual aids, presentation slides, figures, tables, and computer graphics, and prepare meeting materials.
Generate and coordinate executive-level responses to requests and inquiries; screen, prioritize, direct, and place calls and route inquiries as appropriate.
Coordinate arrangements for onsite and offsite meetings and conferences, arrange academic travel, and maintain comprehensive calendars.
Coordinate faculty onboarding with the Operations Manager and relevant work units, including collection of documentation for ID badges, parking permits, and email access.
Review, process, and submit invoices and reimbursements using online systems; troubleshoot purchasing and reimbursement issues; and ensure supporting documentation is complete.
Maintain detailed financial records, purchasing and reimbursement documentation, and audit checklists.
Coordinate purchase orders with the Chair’s office Finance Unit and Accounts Payable; educate faculty on university and departmental reimbursement policies; research and resolve unreconciled ledger items.
Prepare accounting forms, including check requests, travel advances, and travel expense reimbursements for sponsored and non-sponsored funding; assist with ledger reconciliation and financial reports as requested.
Coordinate faculty email and network accounts, including account creation and removal and transfer of files or mail data.
Advise faculty on data security, confidentiality, ergonomics, care and maintenance of hardware, theft prevention, and university equipment policies; direct them to computer support resources.
Coordinate administration of user accounts for Apex, STOR, and other clinical information systems and help ensure compliance with associated security policies.
Work with the ISU manager on desktop support, network performance, and office relocations as needed.
Ensure faculty websites are updated, including faculty biographies, CVs, and areas of specialty.