Administrative Officer

Temporary Employment Program

Temporary Employment

77030BR

Job Summary

The Department of Pathology at UCSF aims to achieve the highest standards in patient care, research and education. The Department provides diagnostic pathology services in a wide variety of subspecialties with highly trained subspecialists who are recognized nationally and internationally for their expertise. The Department’s research programs are diverse and interface with a wealth of basic and translational research programs that are a hallmark of UCSF. 

Our educational programs include a research-intensive academic residency program and fellowships in cytopathology, dermatopathology, gastrointestinal and liver pathology, gynecologic pathology, neuropathology, breast pathology, genitourinary pathology, molecular and laboratory genetics and genomics pathology, and surgical pathology.

The Administrative Support Coordinator provides comprehensive administrative support to the Department of Pathology faculty, assisting with operational program administration, financial analysis, scheduling, and purchasing and lab administration. This role requires excellent organizational skills, attention to detail, and the ability to multitask effectively.

Primary Responsibilities:

Operational Program Administration:

• Administer operational programs or activities, including facilities management, student services, communications, and safety.
• Provide analytical support to Department of Pathology faculty, demonstrating judgment, maturity, integrity, and professionalism.
• Manage tasks such as mail distribution, faxing, document retrieval, file management, and office supply ordering and stocking.
• Process reimbursements for faculty and triage other administrative requests.
• Act as a site contact for events and handle room reservation requests.
• Assist vendors and visitors with appointments and access.
• Implement procedures for lab supply inventory and ensure equipment is maintained.
• Coordinate efforts with facilities and other UCSF departments to ensure efficient operations.

Financial Analysis:

• Gather and analyze financial and resource data and prepare reports or analyses of operational activities.
• Coordinate tissue and patient material samples for research and diagnostic purposes.
• Assist with PubMed searches and coordinate faculty publications.

Scheduling/Administrative Responsibilities:

• Vetting and triaging complex phone calls, managing electronic calendars across multiple divisions, and arranging conferences.
• Handling complex travel arrangements for faculty and attending meetings to summarize discussions.
• Editing and formatting faculty CVs and supporting day-to-day operations.
• Executing key business matters with oversight from Admin Supervisor and research faculty.

Purchasing & Lab Administration:

• Assist with ordering and purchasing reconciliation and perform laboratory administrative tasks.
• Act as a liaison with campus administrative offices and manage lab equipment needs.

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

• High school graduation and four years of related administrative experience; or an equivalent combination of education and experience.
• Ability to use sound judgment in responding to issues and concerns. Be able to work in a fast paced environment, handle multiple projects simultaneously, be exceptionally organized, focused with attention to detail, follow through with issues in a timely matter, perform under pressure with increasingly, challenging administrative tasks, accommodate last minute requests efficiently and effectively, respond promptly to conflicting priorities with minimal supervision. 
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Proven ability to communicate, correspond and interact with a diverse group of people within UC campuses, UC Departments, faculty, staff, students, trainees, outside physicians and institutions and patients
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong knowledge of the following: basic help desk troubleshooting such as logins and screen displays and audio/visual equipment setup and breakdown of high-tech video conferencing system
• Demonstrate exemplary oral, written and interpersonal communication skills.  Must be able to edit professional documents for grammar, spelling and content. 

Preferred Qualifications

• UCSF work experience, knowledge of UCSF and the School of Medicine; knowledge of UCSF accounting processes and policies, travel and entertainment policies and restrictions, HIPAA/Privacy policies, travel arrangements using Connexxus, check requests using BearBuy, CHR application submissions using iMedRis and reimbursements using MyExpense
• Bachelor’s Degree

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, Clinical Systems / IT Professionals, Professional (Non-Clinical), Support Services, Temporary Employment

Bargaining Unit

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

Employee Class

Temporary Employment

Appointment End Date

16-Jun-2024

Location

Parnassus Heights (SF)