Administrative Officer Vascular Surgery

UCSF•San Francisco, CA

1d•Hybrid

About The Position

The Department of Surgery, Division of Vascular & Endovascular Surgery at UCSF is seeking a highly skilled and adaptable Administrative Officer to provide comprehensive advisory, analytical, and operational support to the Chief of Vascular Surgery and its Faculty Leaders, managers, and directors. This role requires advanced policy analysis, program evaluation, strategic planning, and operational problem-solving to address complex challenges across clinical, operational, educational, research, and institutional domains. The Administrative Officer will independently research, analyze, and develop high-impact recommendations on policies, programs, and proposals that are often broad in scope and cross-functional. The position demands sound judgment, discretion, and the ability to distill complex information into actionable guidance for senior leadership. Collaborating closely with faculty, directors, managers, and staff, the Administrative Officer plays a vital role in optimizing operations and advancing the Division’s mission of excellence in clinical care, education, and research within UCSF’s dynamic academic medical center environment. The Administrative Officer works closely with the Projects & Strategy Manager/Operations Manager to support the operations of the academic division/office/unit and provide strategic advisory support to the Division of Vascular Surgery. This includes conducting independent research, performing advanced policy analysis, and preparing summaries, reports, proposals, grants, presentations, and recommendations to inform strategic decision-making. The Administrative Officer will draft institutional documents, including MOUs, contracts, recommendation letters, reports, and memoranda. Other operational responsibilities may include managing complex faculty schedules, conducting faculty recruitment, coordinating meetings, resolving meeting conflicts, coordinating travel, facilitating advancement, processing reimbursements, overseeing clinical on-call coverage, and managing faculty vacation schedules, coordinating faculty meetings, approving vacation requests, planning large-scale events, faculty onboarding and managing multiple projects with changing priorities in a fast-paced environment. In collaboration with the Projects & Strategy Manager/Operations Manager, the Administrative Officer will plan and execute ACCME-accredited Continuing Medical Education (CME) programs, including Grand Rounds, symposiums, Thoracic Tumor Board, and visiting professorship events. This involves coordinating logistics, multimedia recording, catering, accreditation management, post-event evaluations, honorarium processing, and application renewals. The Administrative Officer will also support the Visitors and Students’ Programs by reviewing applications in accordance with HR appointment guidelines, facilitating onboarding and offboarding processes, managing access requests, and conducting evaluations for trainees rotating into our programs. The Administrative Officer will work closely with the Education Programs Manager to support the ACGME-accredited Vascular Surgery & Limb Preservation Residency/ Fellowship Program. Responsibilities in this area include coordinating recruitment and accreditation processes; tracking compliance requirements; assisting with onboarding and offboarding; credentialing; scheduling; reimbursements; graduation planning; exam proctoring; and maintaining educational materials. The incumbent will play a key role in ensuring these programs meet all required standards and regulatory requirements. The Administrative Officer will also contribute to the Division’s operational needs by collaborating with faculty, directors, and managers to ensure excellence across clinical care, education, and research initiatives. This includes conducting complex analyses, compiling data, and preparing high-quality reports, proposals, and applications to support divisional goals. Responsibilities encompass HR processes, financial transaction reviews, budget development, grant applications, capital asset management, bookkeeping, and general administrative operations. Additionally, the incumbent will coordinate office moves & renovations, space utilization planning, inventory management, emergency action planning, and the development and maintenance of divisional standard operating procedures. Other tasks include maintaining procedural documentation, flowcharts, presentations, videos, and website updates, as well as supporting special projects such as engagement activities, holiday gatherings, health summits, graduation ceremonies, and business gift coordination. To excel in this role, the Administrative Officer must have a comprehensive understanding of UCSF’s administrative policies, travel and entertainment guidelines, HR protocols, union agreements, accreditation standards (ACGME and ACCME), grant management processes, medical center standards, campus policies, and event planning strategies. Expertise in academic business operations, financial management, educational program administration, and project execution is essential. The ideal candidate will demonstrate responsiveness, flexibility, adaptability, reliability, and the ability to collaborate effectively with diverse teams and stakeholders. This position requires on-site presence up to three times per week, with occasional evening or weekend availability to address urgent operational needs with limited notice. The successful candidate must be capable of performing high-level tasks independently, thinking critically, leading teams, and adapting within a dynamic environment. Exceptional organizational and interpersonal skills, combined with a proactive, hands-on approach, a can-do attitude, are crucial—no task is too small. Additional projects may be assigned as needed, beyond the responsibilities outlined in this description. This position offers an opportunity to contribute meaningfully to the Division of Vascular Surgery’s mission of excellence in clinical care, research, and education, while supporting the broader goals of the Department of Surgery and UCSF.

Requirements

Comprehensive understanding of UCSF’s administrative policies, travel and entertainment guidelines, HR protocols, union agreements, accreditation standards (ACGME and ACCME), grant management processes, medical center standards, campus policies, and event planning strategies.
Expertise in academic business operations, financial management, educational program administration, and project execution.
Responsiveness, flexibility, adaptability, and reliability.
Ability to collaborate effectively with diverse teams and stakeholders.
Capability of performing high-level tasks independently.
Critical thinking skills.
Ability to lead teams.
Ability to adapt within a dynamic environment.
Exceptional organizational and interpersonal skills.
Proactive, hands-on approach.
Can-do attitude.

Responsibilities

Provide comprehensive advisory, analytical, and operational support to the Chief of Vascular Surgery and its Faculty Leaders, managers, and directors.
Conduct advanced policy analysis, program evaluation, strategic planning, and operational problem-solving.
Independently research, analyze, and develop high-impact recommendations on policies, programs, and proposals.
Draft institutional documents, including MOUs, contracts, recommendation letters, reports, and memoranda.
Manage complex faculty schedules, conduct faculty recruitment, coordinate meetings, resolve meeting conflicts, coordinate travel, facilitate advancement, process reimbursements, oversee clinical on-call coverage, and manage faculty vacation schedules.
Plan and execute ACCME-accredited Continuing Medical Education (CME) programs, including Grand Rounds, symposiums, Thoracic Tumor Board, and visiting professorship events.
Support the Visitors and Students’ Programs by reviewing applications, facilitating onboarding and offboarding processes, managing access requests, and conducting evaluations for trainees.
Support the ACGME-accredited Vascular Surgery & Limb Preservation Residency/ Fellowship Program, including recruitment, accreditation, compliance tracking, onboarding/offboarding, credentialing, scheduling, reimbursements, graduation planning, exam proctoring, and maintaining educational materials.
Collaborate with faculty, directors, and managers to ensure excellence across clinical care, education, and research initiatives.
Conduct complex analyses, compile data, and prepare high-quality reports, proposals, and applications to support divisional goals.
Manage HR processes, financial transaction reviews, budget development, grant applications, capital asset management, bookkeeping, and general administrative operations.
Coordinate office moves & renovations, space utilization planning, inventory management, emergency action planning, and the development and maintenance of divisional standard operating procedures.
Maintain procedural documentation, flowcharts, presentations, videos, and website updates.
Support special projects such as engagement activities, holiday gatherings, health summits, graduation ceremonies, and business gift coordination.