Operations Analyst

UCSF•San Francisco, CA

7d•$46 - $72

About The Position

Reporting to the Vice Dean of Administration and Finance, the Office Administrator is responsible for managing and completing special projects as assigned, coordinating events and meetings, and providing comprehensive executive, analytical, and administrative support to the Vice Dean of Administration and Finance and the School of Pharmacy Dean’s Office. The Operations Analyst assists the Vice Dean of Administration and Finance with space management, administrative functions, and special projects. The incumbent ensures the accuracy of space inventory, facilitates and oversees the day-to-day operations of shared facilities and space logistics, serves as backup to the Dean’s Executive Assistant, assists with the Gallup Survey, and manages the School of Pharmacy wellness program in partnership with the campus. This position requires discretion, independent judgment, and the ability to work autonomously in resolving sensitive or complex operational issues. Strong verbal and written communication skills, flexibility, and the ability to manage multiple priorities are essential.

Requirements

Discretion
Independent judgment
Ability to work autonomously in resolving sensitive or complex operational issues
Strong verbal and written communication skills
Flexibility
Ability to manage multiple priorities

Responsibilities

Manage, plan, and administer a range of administrative operations for the Dean’s Office.
Provide executive-level administrative, operational, and staff support.
Manage the calendars of the Vice Dean and Vice Dean of Administration and Finance, coordinating complex appointments, meetings, and related logistics.
Serve as backup to the Dean’s Executive Assistant.
Plan, coordinate, and implement Dean’s Office department meetings, including preparation of agendas and meeting minutes.
Maintain and enhance the Dean’s employee database.
Manage the School of Pharmacy employee wellness program in partnership with the campus wellness group.
Coordinate staff wellness activities, faculty lectures, volunteer events, retirement celebrations, holiday gatherings, and other special events.
Coordinate travel arrangements for Commencement VIP guests.
Prepare and manage correspondence for Apple Teaching Awards.
Manage special projects, including Town Halls, Full Faculty Meetings, Apple Teaching Awards, Mary Anne Koda-Kimble Innovation Seed Awards, and other Dean’s Office initiatives.
Assist with procurement activities, including drafting and processing purchase orders and applying University procurement policies and procedures.
Coordinate and participate in human resources activities, including employment, training, classification, payroll documentation, and reporting.
Prepare and summarize financial and human resources reports.
Serve on departmental and organizational committees.
Develop and implement procedures for office supply inventory and equipment maintenance.
Coordinate annual equipment inventory activities with the Controller’s Office.
Manage office supplies and administrative resources.
Administer facilities, space logistics, and equipment needs.
Serve as liaison with central IT and maintain information technology equipment inventory.
Serve as Access Administrator and Door Authorizer for the School of Pharmacy Dean’s Office.
Serve as Space Coordinator, managing shared facilities and space logistics.
Coordinate facility renovations and maintenance with Facilities Management.
Act as departmental safety coordinator.
Assist with fundraising-related activities as needed.
Perform other duties as assigned.