Administrative Officer (Limited) - Surgical Oncology

University of California, San Francisco•San Francisco, CA

14h

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 position also provides analytical and project support to Dr. Finlayson in his role as Chief Value Officer/Executive Medical Director for the Surgery Faculty Practice, including gathering information, developing work plans, and coordinating pilot projects to improve the quality, safety, access, and efficiency of elective surgical care. The role supports Department of Surgery reporting and faculty development programs, including tracking clinical metrics and maintaining faculty mentoring records. It also manages administrative, research, clinical, financial, and IT support for section faculty. Responsibilities include executive communications, calendar and travel coordination, meeting support, faculty onboarding, processing financial transactions, maintaining records, and coordinating access to IT and clinical information systems. 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 supporting one faculty member to providing flexible shared support for multiple faculty members across the section. The limited appointment will be used to evaluate workload, operational needs, and the effectiveness of the shared-support structure.

Requirements

Bachelor’s degree in a related area and/or equivalent experience or training.
At least 1 year of experience in administrative operations.
Experience with calendaring and scheduling for multiple faculty members using MS Outlook.
Working knowledge of common organization-specific and other computer application programs.
Excellent proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
Demonstrated word-processing skills to prepare correspondence and other documents accurately and efficiently.
Ability to learn and use additional programs as needed.
Strong verbal and written communication and interpersonal skills for working with staff at all levels; basic understanding of medical science to support transcription of faculty letters.
Strong organizational skills and ability to multitask under demanding timeframes.
Ability to manage multiple projects and prioritize competing deadlines effectively.
Ability to meet deadlines accurately and on time, with excellent attention to detail.
Experience working independently with minimal supervision, using initiative and resourcefulness in assigned responsibilities and additional duties.
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 exercise discretion and maintain confidentiality.

Nice To Haves

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

Responsibilities

Develop, update, distribute, and monitor work plans for potential pilot projects; coordinate strategy meetings with collaborative units.
Organize Surgical Director’s meetings, maintain meeting databases, prepare agendas and minutes, and distribute minutes to institutional chairs.
Work with the Chair’s office Finance Unit and Dr. Finlayson to analyze and produce Department-level reports on clinical and divisional metrics, including new patient visits, time to new appointment, revenue, referring-physician satisfaction, and OR utilization.
Maintain the faculty mentoring database; gather information for the annual faculty mentoring program report; schedule annual Assistant Professor meetings; track annual documentation compliance; and submit updated mentor and mentee lists to the SOM Faculty Development Program office.
Work 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 administrators, external institutions, public officials, and other contacts; exercise independent judgment in setting priorities and sharing information.
Evaluate incoming correspondence; draft, transcribe, and edit general, confidential, scientific, and other correspondence for review and signature.
Maintain faculty CVs and research documents, including NIH Biographical Sketches; create visual aids and presentation materials for high-level meetings.
Prepare and coordinate executive-level responses to requests and inquiries; screen, direct, and place phone calls and respond to inquiries as appropriate.
Coordinate on-site and off-site meetings and conferences; maintain comprehensive calendars; arrange academic travel.
Coordinate faculty onboarding with the Operations Manager and relevant work units, including documentation needed for ID badges, parking permits, and email access.
Review, process, and submit invoices and reimbursements using My Expense and Bear Buy; troubleshoot purchasing and reimbursement issues with IT and accounting staff.
Verify supporting documentation for reimbursements; maintain detailed financial records and audit documentation; arrange purchase orders and prepare accounting forms, travel advances, and reimbursement requests.
Research and resolve unreconciled charges with relevant parties; help educate faculty on university and departmental reimbursement policies; prepare ledger reconciliations and financial reports as requested.
Coordinate faculty email and network accounts, including account creation, removal, and transfer of files or mail data.
Advise faculty on data security, confidentiality, password maintenance, data storage, computer equipment care, ergonomics, theft prevention, and available IT support resources.
Coordinate administration of Apex, STOR, and other clinical information-system accounts and help ensure compliance with security policies.
Work with the ISU manager on desktop support, network performance, and office relocation needs; ensure relevant websites are updated with faculty biographies, CVs, and specialties.