Administrative Officer

at  University of California San Francisco

The incumbent is a seasoned and experienced administrative and project management professional responsible for planning and managing the functions and operations of multiple departments at UCSF Health. The functions and operations of which are significantly complex and broad in scope and responsibilities, and highly critical and sensitive. Provides direct administrative, project, and program support to department leaders, performing the full range of short- and long-term planning for the leaders, departments/units, and organization/health system, including but not limited to IT, facilities, budget/financial management, vendor contracts and invoice management, department- and system-wide communications, human resources (talent acquisition, new leader onboarding, personnel management). Responsible for projects, programs, initiatives, and proposals that are complex, broad in scope, require in-depth data and situational analysis/evaluation, and related – but not limited to – UCSF Health’s True North Pillars and Strategic Priorities that have a broad impact across departments and the health system: Patient Experience, Quality & Safety, People, Financial Strength, Strategic Growth, Learning Health System.
This is a complex, demanding position that functions with a high degree of autonomy, advanced service orientation, understanding the requirements to prioritize issues according to urgency, and allocation of time and resources accordingly. Must be proactive, confidential/discrete, demonstrate analytic acumen, and exercise good judgment in selecting methodology, techniques, and evaluation criteria for obtaining solutions and completing deliverables by deadlines. Problem-solving frequently requires analysis of unique issues and problems without precedent and structure. Works independently but closely with department leadership, team members, and various organizational staff and faculty.
Represents the UCSF Health system, departments, and leaders in professional interactions and collaboration with all levels of internal and external faculty, staff, management, and leadership. Functions with a high level of attention to detail, and must be capable of working in fast-paced, demanding, complex settings and environments. Must be flexible with work schedules and work locations to support all campuses.
To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (ucop.edu) Please note: The compensation ranges listed online for roles not covered by a bargaining unit agreement are very wide, however, a job offer will typically fall in the range of 80% - 120% of the established mid-point. An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role. For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range. To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

REQUIRED QUALIFICATIONS

• Bachelor’s degree in a related area or four years of equivalent experience/training.
• Five years or more of experience in progressively responsible administrative support.
• Analytical skills support is needed to effectively manage the complexities of an increased office workflow.
• The candidate must be able to work independently, exercise their judgment to resolve administrative operational issues, and execute special projects assigned to them.
• Excellent interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling skills.
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website/newsletter design, accounting and payroll, and contracts and grants regulations and guidelines.
• Knowledge of financial analysis, processes, and reporting techniques, and human resources policies and procedures for health system employees.
• Small to mid-level project management skills.
• Ability to multi-task with demanding timeframes.
• Ability to use discretion and maintain confidentiality.
• Ability to analyze and interpret data regarding business operations and provide recommendations for efficiency, and budgetary.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Strong understanding of financial data management, working with spreadsheets, and reporting system experience.

PREFERRED QUALIFICATIONS

• Knowledge of common University-specific computer application programs.
• Experience in the health care industry.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.
• Project Management.

Please refer the Job description for details