Administrative Officer 2 (Fresno, CA)

Job Summary

The Administrative Specialist is a position within the Department of Emergency Medicine at UCSF Fresno. The position ensures that the program is maximizing the educational experience by using professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. This includes, but is not limited to, activities in finance, payroll, human resources, facilities, hospital and faculty practice liaison activities, student/resident services, communications, and information technology.

The incumbent will perform and/or oversee special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation with minimal supervision. The Administrative Specialist is expected to prioritize, manage, and resolve all aspects of the assignments and come up with recommendations/solutions, including developing methods or procedures to resolve unusual or recurring problems. They should be able to coordinate and develop administrative processes for complex scheduling and logistics for meetings and events. This position requires the ability to remain proactive, flexible, resourceful, and efficient. Superior written and verbal communications skills, strong decision-making ability,
understanding of guidelines and processes in a healthcare setting, attention to detail, and responsiveness with high productivity are also important. The Administrative Specialist is expected to function as an individual contributor as well as a team player in a cohesive environment.

Under the supervision of the Administrative Manager, the Administrative Specialist will provide administrative services and operational support for the Department of Emergency Medicine. Responsibilities include, but are not limited to the following: organizing and facilitating a national search for faculty recruitments, onboarding faculty members, coordinating academic affairs activities, preparing payroll for providers, gathering and analyzing financial data to develop/maintain department budgets, processing reimbursement requests, researching financial discrepancies, compiling data for faculty annual evaluations, troubleshooting technical issues, collaborating with hospital and faculty practice staff on faculty needs/issues, event and meeting coordination. The Administrative
Specialist will be responsible for the coordination and maintenance of communications, including internal sites/platforms, website, social media accounts, annual report, newsletter, brochures, and master calendar.
Communication efforts will be in alignment with UCSF's digital and editorial policies, brand strategies, and brand identity standards.

The incumbent may perform administrative duties for department leadership. Other general office administrative tasks may include scheduling faculty committee meetings, taking meeting minutes, distributing mail, reviewing and forwarding faxes, annual meeting room coordination, updating contact lists, and restocking supplies.

The final salary and offer components are subject to additional approvals based on UC policy.

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

Department Description

UCSF Fresno is a major educational and clinical branch campus of UCSF that is located in the Central San Joaquin Valley and is administered by the Office of the Associate Dean in Fresno. The UCSF Fresno Department of Emergency Medicine is a medium-to large-sized academic department, with 46 residents, three fellows, 75 faculty, 16 midlevel providers, one administrator/manager, four administrative staff and one research coordinator. The UCSF Fresno Department of Emergency Medicine provides service and training at the affiliated locations: Community Regional Medical Center, Clovis Community Medical Center, and Kaiser Permanente Fresno. The Department’s mission is advancing emergency medicine through exceptional education, patient care, research, and collaboration.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Valid driver’s license if driving
• Minimum of 1+ year experience in related area such as administration, project/program management, event planning, analysis.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner.
• Solid organizational skills, attention to detail, and ability to multi-task with demanding timeframes.
• Working knowledge of Microsoft Office suite and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgment in responding to issues and concerns.
• Knowledge of financial analysis and reporting techniques.
• Demonstrated excellent attendance and reliability.
• Customer service experience with the ability to provide timely and attentive service to learners, faculty, colleagues and other stakeholders.

Preferred Qualifications

• Working knowledge of relevant policies and regulatory requirements in the health professions education industry.
• Knowledge of educational technology and systems. Ability to troubleshoot and triage related technology issues.

License/Certification

• Valid driver’s license if driving

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

004263 ADMIN OFCR 2 CX

Job Category

Administrative Support

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Additional Shift Details

Monday-Friday, 8am-5pm