Administrative Officer

The administrative associate (AA) independently provides administrative support for the Zuckerberg San Francisco General Hospital (ZSFG) division of the UCSF Department of Obstetrics, Gynecology, and Reproductive Sciences. They handle a variety of ongoing administrative operational issues of moderate scope, including analyzing and resolving both short-term and long-term operational problems. 

This position will spend 50% time as the logistics coordinator for the division’s medical education programs including the residency program (40 residents), medical student clerkships (~50 third and fourth-year medical students), and fellowships (2 complex family fellows plus fellows from 3-4 other Ob-Gyn divisions). In this role, they will handle all ZSFG-based administrative tasks associated with onboarding, onsite support, and offboarding for trainees.  This includes but is not limited to obtaining badges, parking passes, scrubs, and meal cards; ensuring all training and compliance requirements are met including those associated with EPIC; and responding to trainee questions in real time.   

During the other 50% time, the AA will manage general administrative issues for the division including but not limited to mail/packages/deliveries; IT and capital equipment inventories; various facilities and space management functions; accounts payable, accounts receivable, and purchasing functions; event planning; administrative support for clinical faculty such as scheduling complex meetings and making travel arrangements; and other onsite support such as backup reception and emergency floor warden duties. 

This position is on-site at San Francisco General Hospital four days per week with the possibility of working remotely one day per week per week depending on business needs.  The AA reports to the division’s Assistant Director of Administration and works closely with the division’s medical education coordinator and medical education program directors. 

Responsibilities

MEDICAL EDUCATION

25%

15%

10%

GENERAL ADMINISTRATION

10%

10%

10%

10%

5%

Independently handles all administrative tasks and logistics associated with onboarding residents, medical students, and fellows to ZSFG Ob-Gyn.   Ensures that trainees have completed all required onboarding tasks in compliance with UCSF and SFDPH rules and are ready to start on their assigned start date. This includes a focus on physical and system access, ensuring trainees have badges, parking passes, scrubs, meal cards, and related items and that they have completed all necessary trainings and obtained EPIC access.  Orients and advises fellows, residents, and medical students regarding ZSFG and division administrative policies.