Executive Analyst

Job Summary

This position plays a key role in developing, coordinating, managing and executing tasks and projects under the purview of the This position plays a key role in developing, coordinating, managing and executing tasks and projects under the purview of the Associate Chair for Operations. This will require the capacity to deal with diverse constituencies of all ranks, a facility for multitasking and deal with high volumes of work, and a honed sense for problem-solving and project management. The Administrative Officer will be responsible for managing the Associate Chair’s schedule and meetings, ensuring all background briefing materials are assembled, relevant constituencies have given feedback where needed, and any issues of concern are addressed ahead of time with the Associate Chair so that the Associate Chair is well informed. This will require the capacity to deal with diverse constituencies of all ranks, a facility for multitasking and deal with high volumes of work, and a honed sense for problem-solving and project management. The Administrative Officer will be responsible for managing the Associate Chair’s schedule and meetings, ensuring all background briefing materials are assembled, relevant constituencies have given feedback where needed, and any issues of concern are addressed ahead of time with the Associate Chair so that the Associate Chair is well informed.

The Administrative Officer will also work closely with the Associate Chair and with other supervisors and managers under the Associate Chair on projects designed to improve effectiveness or efficiency in operations, develop benchmarks or policies, or enable the Associate Chair to better oversee the entire division that is overseen in his/her purview for the Department. The Administrative Officer uses advanced skills and knowledge of the UC System and its myriad applications and must be well versed in the policies and processes of a variety of areas. A strong candidate will have familiarity with UC processes and tools for scheduling, reimbursements, and travel.

The candidate serves as a key resource for faculty, staff and departmental leadership seeking to access the Associate Chair or with concerns for areas under the purview of the Associate Chair. The candidate is expected to address strategic issues and to resolve complex issues and situations.

This position specifically involves managing administrative services and operations for the Department of Psychiatry’s Associate Chair of Operations. Administrative services include, but is not limited to, activities in scheduling, travel, reimbursement, and tracking of projects, requests, and correspondence. Operational services include, but is not limited to, strategic planning, report creation, creating communication plans with the help of Department’s Director of Communication, plan activities, and organize visits, retreats, and workgroup sessions. Additional duties will include managing a group of conference rooms and IT equipment, and aid in operational duties such as lockouts, submitting facilities and IT-related work orders, and monitoring if work is complete to requestors needs.

Key Responsibilities:

• Identify bottlenecks and operational needs in collaboration with the Associate Chair and other supervisors/managers.
• Plan, develop, manage, and evaluate data systems and processes.
• Serve as project manager for special projects assigned by the Associate Chair, monitoring project status and providing regular reports.
• Coordinate the department's annual administrative calendar and ensure timely responses to university deadlines.
• Maintain advanced knowledge of university policies, procedures, and practices, consulting with UCSF Campus and UCSF Health as needed.
• Provide logistical support for travel and meeting planning, including coordinating and submitting purchase and reimbursement requests.
• Manage special projects and task forces, such as the DPBS move and quality improvement initiatives.
• Assist in departmental monitoring processes and systems to facilitate informed decision-making by departmental leadership.
• Allocate and manage conference rooms and IT equipment, and provide operational support as needed.

The hourly compensation range for this role is 

An offer will take into consideration the experience of the final candidate, position requirements, 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

Department Description

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Required Qualifications

• Bachelor's degree in related area and minimum three years experience or equivalent combination of experience / training
• Knowledge of common University-specific computer application programs    
• Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills    
• Strong skills in short term planning, analysis and problem-solving and customer service
• Demonstrated excellent skills in Microsoft Office tools such as Outlook, Word, Excel, PowerPoint and Access. Demonstrated ability to perform advanced online searches. Demonstrated ability to learn new computer skills and programs quickly    
• Demonstrated ability to work effectively and professionally in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, and efficient. Demonstrated ability to deftly and with professional demeanor handle last-minute changes   

Preferred Qualifications

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management  
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees      
• Knowledge of a variety of administrative operational activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines  

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. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

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.

Job Code and Payroll Title

007377 ADMIN OFCR 3

Job Category

Administrative Support, Executive, Professional (Non-Clinical), Temporary Employment

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Employee Class

Temporary Employment

Appointment End Date

30-Aug-2024