Administrative Officer
About The Position
The Administrative Officer provides general administrative support to the team at the UCSF Center for Advancing Dyadic Care in Pediatrics (CADP). CADP works to expand early childhood dyadic integrated behavioral health services in Medi-Cal-serving pediatric primary care settings across California. The role supports the initiative through ordering, vendor onboarding, consultant and independent contractor agreement setup, calendar management, travel arrangements, space booking, task management, and coordination of local trainings, statewide webinars, and meetings. CADP is a program of UCSF at Zuckerberg San Francisco General Hospital’s Division of Integrated Behavioral Health. Its mission is to promote child and family well-being by collaborating with publicly insured pediatric primary care settings to develop sustainable early childhood integrated behavioral health services through technical assistance and training. Its focus areas include primary care practice transformation, clinical service delivery, workforce capacity building, systems coordination, and program evaluation and sustainability. The Administrative Officer coordinates schedules and provides administrative support for meetings, trainings, conferences, travel, office needs, and employee onboarding. The role also supports financial and operational reporting, vendor and consultant agreements, compliance, purchasing, reimbursements, budgets, standard operating procedures, organizational workflows, and communications related to dyadic care accounts. The position requires flexibility to orient and work at the Zuckerberg San Francisco General Hospital site.
Requirements
- Previous experience in a healthcare or health insurance environment is required; the posting references usually 3–5 years or five to seven years of project management experience.
- Bachelor’s degree in a related area and/or equivalent experience or training.
- At least 1 year of related experience.
- Ability to use sound judgment in responding to issues and concerns.
- Solid verbal and written communication and interpersonal skills to communicate effectively with all levels of staff.
- Solid organizational skills and ability to multitask within demanding timeframes.
- Working knowledge of common organization-specific and other computer application programs.
- Ability to use discretion and maintain confidentiality.
- Flexibility to orient and work at the Zuckerberg San Francisco General Hospital site.
Nice To Haves
- 3–5 years of administrative experience.
Responsibilities
- Coordinate scheduling needs.
- Provide administrative support for in-person and virtual meetings, trainings, conferences, and travel, including booking space and arranging IT and food needs.
- Support team office and administrative needs, including phone lines, facilities and housekeeping inquiries, and key assignments.
- Provide administrative support to managers for new employee onboarding.
- Gather and analyze financial and other resource data; prepare reports or analyses of operational activities and evaluate current and proposed services.
- Research complex financial discrepancies, escalated customer service problems, and vendor concerns.
- Support vendor and consultant agreement setup and management, including invoicing, certificates of insurance, risk management, and compliance.
- Research vendors, coordinate with UCSF Vendor Management on approvals, and liaise with vendors to ensure they are processed correctly.
- Facilitate supply ordering and shipment and assist with equipment quotes.
- Prepare and process reimbursements.
- Develop and maintain budgets.
- Participate in developing and revising standard operating procedures and guidelines.
- Support organizational workflow and edit and maintain documents relating to policy and workflow changes.
- Provide guidance to supervisors and managers on job descriptions, benefits communications, compensation programs, personnel policies, and procedures.
- Triage and facilitate communication for the dyadic care account.
- Perform other duties as assigned.
