Administrative Officer - Radiology
About The Position
The Administrative Officer provides full administrative and analytical support to Radiology research and clinical faculty across multiple campus locations, helping ensure smooth administrative operations. The role oversees ongoing administrative and operational matters, administers defined operational programs, and independently manages problem-solving for issues of moderate scope, including researching information, analyzing it, and recommending solutions. It requires professionalism, diplomacy, sound judgment, and discretion when handling sensitive matters such as credentialing, performance evaluations, faculty searches, and confidential reports and presentations. The position supports the Director of Clinical Affairs, the Clinical Affairs Team, Department Vice Chairs, faculty, and trainees. The incumbent is a primary contact for administrative office requests and works with internal and external contacts, including Radiology business and post-award teams and UCSF units. Duties include office operations, committee coordination, purchasing, travel and reimbursements, reconciliations, space and equipment tracking, policy compliance, and special events. The role uses systems and databases including Smartsheet, MyExpense, BearBuy, and Advance, and requires strong computer, research, financial, and spreadsheet skills. The Administrative Officer works within an administrative services team based at Parnassus and may collaborate with other staff on projects and tasks. The position is primarily based at the Parnassus Campus in the Department of Radiology, but may require work at other locations. Ad hoc tasks and projects may be assigned based on the needs of the Director of Clinical Affairs, faculty, the department, and the medical center.
Requirements
- One year of experience working in an administrative or operations analysis capacity.
- 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 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.
- High proficiency with MS Word, Excel, PowerPoint, Photoshop, and Adobe Acrobat.
- Ability to develop spreadsheets and reports, independently draft correspondence, and create PowerPoint presentations under tight deadlines.
- Ability to use discretion, maintain confidentiality, and exercise sound judgment.
- Proven ability to function and participate effectively as part of a collaborative team.
- Demonstrated ability to manage multiple projects from conception to implementation while maintaining a highly service-oriented demeanor.
Nice To Haves
- Two years of experience in faculty and reading room support functions.
- Two years of experience with Radiant, Visage, and Apex systems.
- 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 regarding purchasing and reporting, restricted costs, and general spending and carry-forward guidelines.
- Knowledge of grant proposal preparation and IRB submission.
Responsibilities
- Administer clinical affairs operational programs and activities, which may include facilities, payroll, space planning, human resources, communications, information technology, and safety.
- Lead the development and revision of standard operating procedures and guidelines, and recommend changes to support compliance with federal and state requirements and internal policies.
- Oversee office operations and provide high-level administrative support to the Director of Clinical Affairs, the Clinical Affairs Team, Department Vice Chairs, and faculty.
- Serve as the point of contact for administrative office requests and as concierge for the clinical affairs team.
- Coordinate strategic and operational support for faculty and trainees in the clinical affairs unit and reading room support program to improve workflow and provider productivity.
- Support access and access systems for clinical affairs.
- Research and analyze operational issues, identify potential solutions, and make recommendations.
- Coordinate committee meetings, manage agendas, record and distribute minutes, and arrange associated logistics such as rooms, attendance, and food.
- Oversee office operations, including purchasing supplies, maintaining inventory and office equipment, and coordinating with UCSF service units.
- Prepare correspondence and coordinate renewals for membership dues, association fees, licenses, and subscriptions.
- Support capital equipment purchases over $5,000, working with the Supply Chain Management team and website.
- Oversee faculty travel arrangements and reimbursements, as well as reimbursements for lab members, and keep current with UCSF purchasing and reimbursement policies.
- Analyze administrative functions and procedures and recommend improvements.
- Support space management by collecting user data and reporting it to the supervisor.
- Support capital asset reporting, track site equipment valued over $5,000, and report to the supervisor.
- Coordinate special events hosted by research faculty or clinical sections, including room reservations, catering, approvals, and reimbursements.
- Complete ad hoc tasks and projects as requested by the Director of Clinical Affairs, faculty, or department and medical center needs.
