Administrative Officer

Uses skills as a seasoned and experienced administrative operation professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

This position serves as an administrative and analytical resource for the Office of the Chair in the Department of Surgery and its senior executives which includes the Department Chair and Associate Chair of Finance and Administration. The incumbent will be expected to manage a range of duties and responsibilities associated with the administrative functions within the Chair’s Office as well as duties related to the administrative, research, and clinical roles of the Chair and Chair’s Office executives.

Some key responsibilities include oral communication on behalf of the Chair and the Department, academic writing on behalf of the Chair including letters of recommendation/support, peer references, correspondence with faculty, official letters and memos to the SOM Dean’s Office, SOM Chairs and other high level Campus contacts and Medical Center leaders.

The incumbent will be required to independently (with minimal supervision) produce visual aids, i.e., prints and slide presentations of figures and tables, computer graphics, and photocopying of materials for major meetings. Coordinate and support editorial responsibilities for scientific and clinical publications, including library and online searches, manuscript preparation, and management of bibliographic materials using EndNote software (relevant literature, subscriptions to journals, etc.). Independently analyze needs/goals in coordinating the Chair’s schedules in a fast pace environment. Maintain Chairs' calendars, scheduling meetings with multiple internal, external, and international groups, coordinating arrangements for on and off-site meetings, conferences and events.

Maintain a solid working knowledge of the department and its organization in order to be able to respond to issues effectively and with minimal guidance.

The incumbent will be responsible for orchestrating complex multi-site travel schedule involving both national and international locations. The incumbent will also assist the Chair’s Office Administrative Team in planning department wide events, managing the department website, and other special projects.

The Surgery Chair’s Office plays a vital role within the School of Medicine and throughout UCSF. This office and its executives regularly communicate with senior leaders from Campus and the Medical Center to coordinate administrative, surgical, research, and academic functions critical to the overall mission of the University. In addition, the Department of Surgery partners with dozens of outside medical facilities and hospital groups throughout San Francisco, the greater Bay Area, Southern California and Hawaii to provide surgical and academic (teaching) expertise. This offices’ executives have leadership roles in national and international organizations covering a range of medical & surgical specialties and administrative functions. This position will need to communicate with these groups often representing the executive or the Chair’s Office.

 Department Overview 

The mission of the UCSF Department of Surgery is transforming surgery though creativity, equity, and community. Our goals are threefold: to develop the next generation of leaders in surgery; to provide outstanding quality clinical care that is cost effective, yet compassionate; and to make significant advances in scientific knowledge and clinical practice through basic and clinical research. Care of patients is what attracted our faculty and residents to surgery, and it continues to be our main focus.

The Department is comprised of 11 divisions: Cardiac Surgery and Lung Transplantation, East Bay, General Surgery, Pediatric Cardiothoracic Surgery, Pediatric Surgery, Plastic & Reconstructive Surgery, Transplant Surgery, Thoracic Surgery, Vascular & Endovascular Surgery, Surgical Oncology, and ZSFG.

Our surgeons provide care at locations throughout greater San Francisco including: UCSF Medical Center at Parnassus (Moffitt-Long Hospital), UCSF Medical Center at Mt. Zion, UCSF Medical Center at Mission Bay (UCSF Bakar Cancer Hospital and UCSF Benioff Children's Hospital San Francisco), San Francisco General Hospital and Trauma Center, San Francisco VA Medical Center, Alameda County Medical Center in Oakland and Benioff Children’s Hospital in Oakland. Our residents rotate through UCSF Medical Center as well as multiple outside campuses such as Kaiser Permanente and California Pacific Medical Center.

The Department of Surgery Chair’s Office is an extremely high profile, fast paced environment with a very diverse range of contacts and needs which require an immediate and accurate response, handled with confidentiality and compliance. The Chair's Office is responsible for management, direction, and oversight of over 400 faculty (clinical and research), trainees and staff personnel.

    

Responsibilities

% 

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

40%

Yes

Administrative Support to the Chair and Associate Chair:

Executives within the Surgery Chair’s Office juggle a robust and complex set of responsibilities. They require support in maintaining comprehensive calendars (including OR and clinical appointments for the Dept. Chair), report preparation, scheduling high level meetings with surgeons and senior leaders inside and outside of UCSF and coordinating plans/logistics for meetings, conferences, and events (including catering, venue selection/booking, formal invitations).

Provide administrative support with direction from the Office Manager to the Department 

Chair and Associate Chair; work would include the following:

• Schedule meetings for the Chairs, with multiple internal and external groups and individuals. Resolves scheduling conflicts and other demands.
• Coordinate arrangements for on and off site meetings and conferences, make room and catering reservations, and communicating with parties as necessary.
• Arrange travel including transportation, lodging, and association meetings and events. Research on travel visa requirements to the various counties and ensure that all arrangements are made in compliance with the UC and other applicable rules & regulations. Will involve consultation with foreign consulates or embassies.
• Prioritize, screen, direct place phone calls, and draft emails and memoranda on a variety of topics; representing the Chairs.
• Must be able to work with various groups, including senior management level staff, faculty, fellows, residents, and students to ensure the timely resolution of affairs.
• Manage, track, and reconcile Chair's Immediate Office budget while ensuring compliance with UC policy in regards to spending on meals, travel, supplies, events, and reimbursements.

Reports/Publications/Presentations:

• Work in conjunction with the Chairs and senior administrative personnel to prepare regular and complex reports for internal and external distribution which report on department activities (i.e. faculty achievements, programmatic activities).
• Research for publications/presentations; compiling and editing various types of information, producing appropriate visual presentations, preparations of tables, charts, organizational charts and high resolution graphics form a variety of sources.
• Assisting in gathering of materials to support the production of the department’s bi-monthly newsetter, “In the Loupe”.

35%

Yes

Event Planning & Special Projects:         

• Responsible for all aspects of planning events sponsored by the Department.
• Participate in the planning of meetings, conferences, seminars, events, and annual functions.
• Manage the event budget and negotiate with vendors
• In accordance with UCSF brand identity standards as posted at identity.ucsf.edu, design and prepare marketing materials to include brochures, posters, flyers, invitations, coordinate mailings and guest lists
• Arrange for facilities and catering, audiovisual, transportations and other required services
• Provide on-site management during events.

25%

Yes

Office Administration:     

• Maintain a solid working knowledge of the University as well as the Department – including the department’s faculty, structure and services to be able to respond to issues effectively with guidance from the Chair’s Office Manager.
• Maintain a solid working knowledge of key University departments, basic functions and contacts (offices such as Human Resources, IT, Facilities & Central Administration and the Medical Staff Office).
• Provide assistance to Chair’s office personnel in areas of accounting, purchasing, reimbursement, travel, account reconciliation facilities, information technology and other administrative tasks.
• Prioritize, screen, direct, place phone calls and draft emails on a variety of sensitive and non- sensitive topics; representing the Chair’s Office.
• Triage matters to other departmental faculty, administrative staff, health care professionals, or other appropriate internal and external sources.
• Maintain multiple, complex departmental distributions for faculty, staff, and trainees.
• Under the direction of the Web Manager, assist with Surgery website content & maintenance.

100%

 

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Qualifications

Required Qualifications

• Bachelor's degree in related area, and three (3) or more years of related work experience; and/or equivalent experience/training.

• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.

• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

• Ability to use discretion and maintain confidentiality.

• Strong skills in short-term planning, analysis, problem-solving, and customer service.

• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

Preferred Qualifications

• Two (2) years of experience providing executive level administrative support to directors/faculty/executives.

• Thorough knowledge of University rulesand regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

• Solid knowledge of common University-specific computer application programs.