Admin Ofcr 2 Cx

University of California, San Francisco•Fresno, CA

About The Position

The Operations Specialist provides administrative and operational support to UCSF Fresno’s Undergraduate Medical Education (UME) Department and serves as the first point of contact for visitors and learners. The role supports the Assistant Dean of UME, department leaders, and the Director of PRIME, and combines leadership support with independent project coordination. The incumbent helps ensure that front-office operations and administrative processes run smoothly, using professionalism, efficiency, sound judgment, collaboration, and the ability to manage competing priorities and urgent needs. The UME Department oversees health professions education programs at UCSF Fresno, supporting UCSF third-year students, visiting fourth-year medical students, and other learners. The Operations Specialist coordinates daily office operations and supports student experience, assessment, curriculum, evaluation, and program initiatives. Duties include managing complex calendars and appointments; coordinating meetings, events, travel, and reimbursements; maintaining the UME and committee websites and related materials; supporting student orientations and scholarship programs; processing mail and documents; and handling financial transactions such as invoices, purchase orders, requisitions, and payment requests. The position also supports onboarding and workspace preparation for new employees, maintains department policies and procedures and staff resources, and serves as a point of contact for the safety program. The role requires regular interaction with department staff, learners, leadership, and visitors, as well as the ability to maintain confidential information and accurate records.

Requirements

Bachelor’s degree in a related area and at least one year of experience, or an equivalent combination of experience and training.
Demonstrated proficiency with databases, spreadsheets, and word-processing software, including Microsoft Office, Zoom or Teams, Outlook, Excel, and PowerPoint.
Basic knowledge of relevant health education policies and regulatory requirements.
Basic knowledge of the health professions education industry.
Familiarity with university processes, policies, and protocols, or the ability to research and quickly integrate them into workflow.
Independent thinking and problem-solving ability, with the ability to represent the program professionally.
Excellent verbal, interpersonal, organizational, and communication skills, including the ability to speak effectively in group settings and communicate with staff and leadership at all levels.
Ability to develop working relationships within the department and with learners.
Above-average ability to prioritize and manage multiple tasks with demanding timeframes.
Strong analytical and problem-solving skills, including the ability to produce accurate, detail-oriented documents and reports.
Demonstrated attention to detail and accuracy.
Ability to maintain confidentiality.
Fingerprinting and background check required.
Ability to carry, lift, push, or pull 15 to 20 pounds.

Nice To Haves

Prior experience as an Executive Assistant providing executive and administrative support to senior management or executives, requiring discretion and judgment.
Previous experience in a health care, academic, or medical education environment.

Responsibilities

Coordinate day-to-day UME office operations and serve as the first point of contact for visitors and learners.
Support UME leadership, student experience, assessment, curriculum, and evaluation teams in carrying out program initiatives and objectives.
Work with the UME Operations Team and department staff to address operational needs, including supplies, resources, and room logistics.
Coordinate new employee onboarding, prepare workspaces, and maintain holiday calendars and staff office schedules.
Assist with annual budget planning by maintaining expense projections and preparing projection lists for leadership.
Gather and distribute correspondence, mail, and incoming materials; copy, file, and maintain UME meeting materials.
Provide logistical support for meetings, events, and activities, including scheduling, catering, and room setup.
Order and distribute office and student supplies.
Process vendor and independent-contractor payments, invoices, expenses, reimbursements, and other financial transactions using Bear Buy and My Expense.
Maintain the program website, department Wiki pages, and other communication resources; review and update expired materials.
Maintain the staff emergency contact list.
Provide administrative support to the Assistant Dean, program manager, supervisor, and Director of PRIME, including calendar management, appointments, correspondence, travel, and reimbursements.
Serve as recording administrator for the Undergraduate Medical Education Committee: schedule meetings, invite attendees, attend meetings, record minutes, prepare documents and presentations, manage annual roster changes, and maintain online materials.
Work with visiting, enrollment, and curriculum staff to generate evaluation reports; coordinate selection of new committee members and draft appointment correspondence; prepare meeting packets and virtual copies.
Coordinate student-related finances, including purchase orders, requisitions, travel requests, stipends, reimbursements, travel advances, reconciliations, and occasional travel arrangements.
Work with the Student Services Advisor on registered campus organization financial needs.
Coordinate incoming student orientations and materials, outgoing student checkout, student schedules for electives, and student mail and package notifications.
Assist with weekly or otherwise scheduled orientations for visiting medical students; ensure students have ID badges and required clearances; revise orientation materials as needed.
Ensure students complete course evaluations and return assigned items such as badges and pagers; update student files and collect fees for missing or lost items.
Coordinate the grant and student stipend program, maintain scholarship and grant databases, communicate with students about application processes and payments, and prepare annual reports for leadership.
Attend UME staff meetings and anchor days as requested; provide general office coverage when other administrative staff are absent; perform other duties as assigned.