Administrative Officer - Radiology

UCSF•San Francisco, CA

7d•$33 - $60•Onsite

About The Position

The Administrative Officer provides full-scope administrative and analytical support to Radiology research and clinical faculty at UCSF’s China Basin Campus, including the Site Director. The role oversees ongoing administrative operations, manages assigned projects from research and analysis through recommending solutions, and supports the smooth functioning of faculty, laboratory, and site activities. The position requires professionalism, diplomacy, sound judgment, discretion, and sensitivity when handling confidential matters such as credentialing, performance evaluations, faculty searches, reports, and presentations. The incumbent serves as the point of contact for administrative office requests and works with department business and post-award teams, UCSF Contracts and Grants, the UCSF Controller’s Office, service units, vendors, faculty, and staff. Duties span office operations, scheduling, purchasing, travel and reimbursements, financial oversight, account reconciliation, grant and IRB administration, research support, and event coordination. The role uses online systems and databases including Smartsheet, MyExpense, BearBuy, and Advance, and requires strong computer research, financial, and spreadsheet skills. The position works within an administrative services team based at China Basin and collaborates with research support staff at Mission Bay. It is primarily located at the China Basin Campus in the Department of Radiology.

Requirements

At least one year of administrative or operations analysis experience.
Bachelor’s degree in a related area, or equivalent experience or training.
Ability to use sound judgment in responding to issues and concerns.
Strong verbal and written communication and interpersonal skills to work effectively with all levels of staff.
Strong organizational skills and ability to multitask within demanding timeframes.
Working knowledge of common organization-specific and other computer applications.
High proficiency with Microsoft Word, Excel, PowerPoint, Photoshop, and Adobe Acrobat, including the ability to develop spreadsheets and reports, draft correspondence independently, 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 service-oriented demeanor.

Nice To Haves

Knowledge of UCSF Accounting and School of Medicine policies and procedures for travel, meetings and entertainment, expenses, purchasing, and vendor payments.
Familiarity with agency and UCSF policies on purchasing and reporting, restricted costs, and general spending and carry-forward guidelines.
Knowledge of grant proposal preparation and IRB submission.

Responsibilities

Oversee office operations and provide high-level administrative support to research and clinical faculty and the Site Director at China Basin.
Serve as the point of contact for administrative office requests and provide concierge support for the suite.
Support site access and access systems.
Research and analyze issues, manage the problem-solving process, and recommend solutions of moderate scope.
Coordinate committee meetings, including agendas, minutes, room reservations, attendance, and food orders.
Manage office supplies, inventory, and equipment, and coordinate with UCSF service units for facilities, IT, computer support, audiovisual services, room reservations, mail, reprographics, deliveries, and reimbursements.
Prepare correspondence and manage renewals for membership dues, association fees, licenses, and subscriptions.
Support capital equipment purchases over $5,000 and coordinate with Supply Chain Management.
Arrange faculty travel and reimbursements and handle lab-member reimbursements in accordance with UCSF policy.
Analyze administrative functions and recommend improvements to procedures.
Schedule research cores using Outlook, APEX, and iLab; support space management by collecting user data and reporting it to the supervisor.
Track site equipment valued over $5,000 and support capital asset reporting.
Oversee grant and IRB submissions, pre-award administration, financial reports, account reconciliations, and budget administration.
Manage and monitor assigned funding accounts, initiate or supervise accounting transactions, and discuss financial matters with Principal Investigators.
Reconcile monthly purchases for assigned research faculty and the clinical section.
Analyze and resolve BearBuy order match exceptions, establish faculty purchasing logs, and monitor monthly spending against grant budgets.
Coordinate with post-award staff to ensure expenses and scans are charged appropriately.
Manage, track, report, and reconcile cash and expenses as the China Basin site cash handler.
Prepare pre-award budgets, provide information to Co-Investigators, and coordinate with Research Management Services and other analysts.
Liaise with Research Administration Services on grant submissions, including large collaborative grants, and resolve pre- and post-award sponsored-project issues.
Schedule research meetings, review and edit manuscripts, and collect CVs and signatures for research projects.
Maintain faculty CVs and biosketches, including publications, awards, honors, and invited talks.
Compile and analyze documentation and data for contracts, grants, proposals, and progress reports involving multiple departments and research units.
Analyze and support subcontract establishment for collaborators at other institutions, including assembling documents and forwarding them for approval.
Coordinate special events hosted by research faculty or the clinical section, including room reservations, catering, approvals, and reimbursements.
Complete ad hoc tasks and projects requested by the Site Director, faculty, or department and medical center.