Administrative Officer - Radiology

University of California, San Francisco•San Francisco, CA

5d•Onsite

About The Position

The Administrative Officer provides comprehensive administrative, operational, analytical, financial, and research support to Radiology research and clinical faculty and the Site Director at UCSF’s China Basin Campus. The role oversees office operations, handles administrative requests, coordinates meetings and events, supports purchasing and travel, and manages financial activities for assigned funding accounts. The position works closely with laboratory and administrative staff, the Department of Radiology Business Office and Post-Award Unit, UCSF Contracts and Grants, and other University service units. The incumbent is expected to manage assigned problems from research and analysis through recommendations, apply departmental and University policies, and exercise discretion when handling confidential and sensitive matters. The position is primarily located at the China Basin Campus and is part of a team of administrative service and research support staff.

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 MS Word, Excel, PowerPoint, Photoshop, and Adobe Acrobat.
Ability to develop spreadsheets and reports, draft correspondence independently, and create PowerPoint 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 regarding 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 support site access systems.
Research and analyze administrative problems and recommend potential solutions; help develop and revise procedures and guidelines and assess compliance with requirements and policies.
Coordinate committee meetings, agendas, minutes, room reservations, attendance, and related arrangements.
Manage office supplies, equipment, service-unit requests, correspondence, memberships, licenses, subscriptions, deliveries, and related administrative needs.
Support capital equipment purchases over $5,000 and coordinate with Supply Chain Management; track site equipment and support capital asset reporting.
Coordinate faculty and laboratory-member travel and reimbursements, keeping current with UCSF purchasing and reimbursement policies.
Support research-core scheduling and space management, including collecting user data and reporting to the supervisor.
Gather and analyze financial and resource data; prepare reports and analyses of operations and services.
Support grant and IRB submissions, pre-award administration, financial reporting, account reconciliation, and budget administration.
Monitor assigned funding accounts, initiate or supervise accounting transactions, meet with Principal Investigators about financial matters, reconcile monthly purchases, resolve BearBuy match exceptions, and maintain purchasing logs within grant budgets.
Coordinate with post-award staff to ensure expenses are charged appropriately; manage, track, report, and reconcile site cash and expenses.
Prepare research budgets and provide pre-award support, including coordinating with Co-Investigators, Research Management Services, and other analysts.
Act as a liaison with Research Administration Services for grant submissions, including large collaborative grants, and help resolve pre- and post-award sponsored-project issues.
Schedule research meetings; review and edit manuscript submissions; collect faculty CVs and signatures; and maintain faculty CVs and biosketches.
Compile and analyze information for contract and grant proposals and progress reports, and support subcontract documentation for collaborators at other institutions.
Coordinate 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, and department or medical center.