Project Analyst

UCSF•San Francisco, CA

21d•$65,229 - $91,434

About The Position

The Project Analyst provides executive-level support to the Vice Chair of Faculty Affairs and other faculty in the Colorectal Surgery Section within the Division of Surgical Oncology. The role provides analytical and project support to Dr. Finlayson in his capacity as Chief Value Officer and Executive Medical Director for the Surgery Faculty Practice, including gathering information, developing work plans, and coordinating pilot projects to design and implement clinical care workflows that improve quality, safety, access, and efficiency in elective surgical care. The analyst collaborates with the Chair’s office Finance Unit and Dr. Finlayson to create and analyze Department of Surgery reports, including metrics on new patient visits, appointment wait times, revenue, referring-physician satisfaction, and operating room utilization. The analyst coordinates the Department of Surgery Faculty Mentoring Program, maintaining its database, supporting preparation of the annual program report, scheduling Assistant Professor meetings, tracking annual documentation compliance, and submitting updated mentor and mentee lists to the School of Medicine program office. The role also supports leadership coaching program contracts, billing, and invoices. The position provides administrative, research, clinical, financial, and IT support to Colorectal Surgery faculty. Duties include high-level liaison and communications with university and medical center leaders, faculty, external organizations, officials, and patients; preparing correspondence and presentations; maintaining calendars and records; arranging travel and meetings; coordinating faculty onboarding and HR documentation; processing purchasing, invoices, reimbursements, and financial records; coordinating faculty IT accounts and clinical-system access; and helping ensure faculty websites and materials remain current.

Requirements

Bachelor’s degree in a related area and/or equivalent experience or training.
At least 2 years of experience in administrative operations.
Working knowledge of common organization-specific and other computer applications; excellent proficiency in Microsoft Word, Excel, and Outlook.
Demonstrated word-processing skills to prepare correspondence and documents accurately and efficiently, and ability to learn other programs as needed.
Strong verbal and written communication and interpersonal skills for communicating with staff at all levels; basic understanding of medical science to support faculty with transcribing letters.
Strong organizational skills and ability to multitask, manage competing priorities, and work on multiple projects with demanding timeframes.
Ability to meet deadlines accurately and with attention to detail.
Demonstrated ability to work independently with minimal supervision, use initiative and resourcefulness, and exercise sound judgment.
Working knowledge of accounting and finance and ability to interpret and prepare basic financial reports.
Analytical ability to collect, sort, and process qualitative and quantitative data and provide quality reporting.

Nice To Haves

Ability to use discretion and maintain confidentiality.
Experience in an academic medical setting and understanding of best business practices.
Knowledge of UC financial systems such as MyReports, MyExpense, BearBuy, and HBS.

Responsibilities

Develop, update, distribute, and monitor work plans for pilot projects.
Plan, coordinate, organize, and attend strategy meetings with collaborating units, providers, medical directors, and administrative directors.
Organize Surgical Director’s Meeting agendas; maintain meeting records and databases; prepare and distribute minutes to institutional chairs.
Analyze and prepare Department-level reports and metrics on patient visits, appointment wait times, revenue, referring-physician satisfaction, and operating room utilization.
Maintain the faculty mentoring database and support preparation of the annual mentoring program report.
Schedule annual Assistant Professor meetings and track faculty compliance with annual documentation requirements.
Compile and submit annual mentor and mentee lists to the School of Medicine Faculty Mentoring Program office.
Coordinate with the Leadership Coaching Program to keep outside-vendor contracts current and assist with billing and invoices.
Serve as a high-level liaison between Dr. Finlayson, Colorectal Surgery faculty, university and medical center administrators, external institutions, public officials, and other contacts; prioritize matters and support timely resolution.
Evaluate incoming communications; draft, transcribe, and edit general, confidential, and scientific correspondence and documents.
Maintain Dr. Finlayson’s and Colorectal Surgery faculty’s CVs and research documents, including NIH Biographical Sketches.
Produce visual aids, figures, tables, computer graphics, presentation slides, and meeting materials for high-level meetings.
Prepare and coordinate executive-level responses to inquiries; screen, prioritize, direct, and place phone calls and respond to or route inquiries appropriately.
Compose letters and coordinate arrangements for on-site and off-site meetings and conferences.
Arrange academic travel and maintain comprehensive calendars for faculty.
Coordinate faculty onboarding with the Operations Manager and relevant work units, including obtaining documentation for IDs, parking permits, and email access.
Review, process, and submit invoices and reimbursements through systems such as My Expense and Bear Buy.
Troubleshoot purchasing and reimbursement issues with IT support and accounting staff; verify supporting documentation and maintain accurate financial records.
Work with Finance Unit and Accounts Payable staff to establish purchase orders as needed.
Educate faculty about university and departmental reimbursement policies and investigate and resolve unreconciled ledger items.
Maintain audit checklists and documentation; prepare accounting forms for check requests, travel advances, and travel reimbursements.
Assist with ledger reconciliations and financial reports as requested.
Coordinate creation, removal, and transfer of faculty email and network accounts and associated files or mail data.
Advise faculty on data security, confidentiality, password practices, data storage, ergonomics, equipment care, theft prevention, and university equipment policies.
Coordinate administration of user accounts for Apex, STOR, and other clinical information systems, and educate users about security policies.
Advise faculty on available computer support resources and work with the ISU manager on desktop support, network performance, and office relocation needs.
Coordinate timely updates to faculty websites, biographies, CVs, and areas of specialty.