University of California San Francisco

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Administrative Coordinator

at University of California San Francisco

Posted: 10/6/2019
Job Status: Full Time
Job Reference #: 2937194
Keywords:

Job Description

Job Code and Payroll Title
7376 Administrative Officer II

Job Summary
JOB OVERVIEW
Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.

The Administrative Coordinator provides administrative and analytical support to the Central Administration team in the Education program (50%) as well as the DOM Central Administration (50%) as assigned to ensure the smooth functioning of the DOM’s educational and administrative activities. Reporting directly to the DOM Project Manager and the Administrative Director of Education, the incumbent will support several DOM Associate Chairs and the Education leadership with responsibilities ranging from managing meetings to independently seeking and gathering materials and data from various sources and presenting them in a coherent, organized way. Independent, effective, and accurate work skills contribute to various, high-level departmental initiatives. The incumbent is often assigned work on a project basis and is expected to manage the entire problem solving process, which includes researching and analyzing information, identifying and recommending potential solutions, and presenting the finished product in the form of a written recommendation or a completed project.

The Administrative coordinator is also responsible for various administrative and operational processes in the Education program, including calendar management and processing reimbursements for the DOM Associate Chair for Education, IM Residency Program and Associate Program Directors, and Residency Diversity committee, as well as catering breakfasts and lunches for the residents and interns during morning and noon conferences held daily. The incumbent also updates the DOM website with events hosted by the Education Division, including weekly Grand Rounds conferences and social events for the Residency Diversity Committee. In addition, the incumbent ensures that education/residency-related information on the DOM website is up-to-date, accurate, and well-organized.

Finally, the incumbent also provides backup coverage to other DOM central administration and education staff as needed in project coordination, events management, and executive administration (notably for the DOM Chair). This position requires a high level of professionalism.

DEPARTMENT OF MEDICINE
The Department of Medicine (DOM) is the largest department in the School of Medicine (SOM) at UCSF. The DOM has an annual budget of $484M across three sites with over 2,000 employees. The DOM comprises 22% of all UCSF faculty, 26% of the School of Medicine’s (SOM) faculty, and 20% of the SOM budget. In five of the past six years, the department has been the number one recipient of NIH research dollars. The DOM has 17 ACGME and 15 non-ACGME fellowship programs, and its internal medicine residency has consistently been ranked as one of the top programs in the country.

ABOUT UCSF
The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences.

Organization
Campus

Req Number
53459BR

Location
515 Parnassus Ave

Job Title
Administrative Coordinator

Appointment Type
Career

Percentage
100%

Shift Length
8 Hours

Shift
Days

Work Days
Monday-Friday, 8am-5pm

Required Qualifications
• BA/BS with a major in a related field (e.g., communications or business) and two years of experience in administrative analysis or operations research; or an equivalent combination of education and experience.
• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff and faculty, both verbally and in writing.
• Willingness to learn Drupal.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs. (e.g., Outlook, Word, PowerPoint, Adobe Acrobat, Excel)
• Ability to use discretion and maintain confidentiality.
• Experience making travel arrangements for leadership.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Demonstrated attention to detail.
• Demonstrated ability to take initiative and follow through independently on projects.

Preferred Qualifications
• Experience successfully creating and/or modifying processes.
• Support experience in a University or Healthcare environment.

License/Certification
n/a

Position Type
Full Time

Department Name
DOM Central Administration

Equal Employment Opportunity
The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.