Administrative Officer
Job Summary This role will be 6 months in duration.
Location: Primarily Mission Bay, with occasional support required at other UCSF campuses
The Administrative Officer plays a vital role in overseeing and managing administrative, operational, and project management functions across multiple departments within UCSF Health. This position requires a seasoned professional capable of independently handling complex, high-priority projects, providing executive-level support, and ensuring smooth operations in a fast-paced, high-stakes healthcare environment. This role demands exceptional organizational skills, analytical abilities, and discretion in handling sensitive matters. The successful candidate will work closely with department leadership, faculty, and staff, ensuring operational efficiency and alignment with UCSF Health's strategic priorities, including patient experience, quality and safety, financial management, and staff engagement.
Key Responsibilities
Administrative & Operational Management:
- Manage complex scheduling, travel arrangements, budget planning, IT, facilities, contracts, and communications.
- Oversee human resources functions such as talent acquisition, interview coordination, new leader onboarding, payroll, and compliance tracking.
- Analyze and prepare reports on HR data, financial operations, and project outcomes.
Project & Program Management:
- Lead department-wide and system-wide initiatives, including facility improvements, patient safety projects, and accreditation preparations.
- Coordinate and track key project timelines, deliverables, and financial performance.
- Develop and maintain comprehensive databases and information systems for operational tracking.
Financial & Resource Management:
- Perform financial analysis, cost evaluations, and budget planning.
- Oversee vendor requisitions, contract negotiations, and invoice processing.
Event Coordination & Stakeholder Engagement:
- Plan and execute high-profile events, including appreciation weeks, awards ceremonies, and departmental programs.
- Act as a liaison between leadership, faculty, and external partners, ensuring clear communication and alignment with UCSF Health's objectives.
Strategic Communication & Leadership Support:
- Draft and disseminate urgent/time-sensitive communications.
- Represent UCSF Health leadership in professional interactions and strategic meetings.
- Provide insights and recommendations on administrative and operational improvements.
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 (https://tcs.ucop.edu/non-academic-titles)
Please note: 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'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
- Minimum five years of progressively responsible administrative support experience.
- Experience working in healthcare administration.
- Strong analytical skills for managing complex operations and workflows.
- Excellent interpersonal and communication skills (verbal and written).
- Expertise in financial reporting, human resources policies, and project coordination.
- Ability to multi-task in a fast-paced environment with shifting priorities.
- Strong knowledge of common University-specific applications and reporting systems.
- Demonstrated ability to work independently and maintain confidentiality.
Preferred Qualifications
- Knowledge of University policies, budgeting, and human resources regulations.
- Project Management certification or relevant experience in structured project coordination.
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, Professional (Non-Clinical), Support Services, Temporary Employment Bargaining Unit 99 - Policy-Covered (No Bargaining Unit) Employee Class Temporary Employment Location San Francisco, CA |
University of California - San Francisco Campus and Health
Feb 21, 2025