Admin Ofcr 2 CX

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

30

yes

Scheduling/Administrative responsibilities

-  Vetting and triaging complex phone calls that include patients, other faculty and outside physicians using excellent customer service to convey helpfulness, discretion, integrity and professionalism.

-  Managing sophisticated electronic calendars across multiple, complex faculty divisions and sub-specialty schedules.

-  Arranging and organizing multiplex conferences of various sizes across numerous campus locations that include handling logistics for food with caterers, A/V equipment and computer needs. This requires the ability to communicate and negotiate with various parties involved to arrive at a desired solution which include resolving schedule conflicts with faculty, other conferences and conference room locations.

-  Handling multi-faceted travel arrangements for faculty that includes establishing itineraries from single to various destinations (reserving flights, car rentals, hotel lodging, and securing travel insurance) using Connexxus and ensuring proper coverage of services during the faculty’s absence.  For example, the traveler must designate a backup pathologist to triage cases while they are away.

-  Attending meetings and summarizing what was discussed in meeting minute notes.

-  Editing and formatting faculty CV (curriculum vitae) using MyAdvance.

Database Maintenance and Support:

·     Maintain multi-user databases for Faculty and Residents to track research, clinical data, and teaching slides through the extrapolation of patient data. This information needs to be translated into the data base to produce the sets used by the trainees.

·     Apply design knowledge to maintain the access database (excel, access, and Beaker for medical records)

·     Consult with users (Faculty and Residents) to determine the purpose of each required data field, desired report, and the overall functions of the database.

Audio / Visual & Imaging Support:

·     Coordinate A/V set up and troubleshooting for teaching conferences at Mount Zion with all UCSF sites and outside institutions.

·     Record, edit, and render video recordings during Resident teaching conferences for web viewing/archiving.

·     Video-editing and CD-authoring for teaching presentations.

·     Preparing/editing images for medical publications using Photoshop.

·     Editing/printing block and slide images using Photoshop.

·     Creating graphics for PowerPoint presentations, and flyers to promote special lectures for faculty.

·     Research and implement new technologies for polling audience during conferences.

·     Provide A/V troubleshooting support, and coordinate with UCSF IT to achieve a stable transmission connection with the bridge number via the Cisco Jabber system (an advanced A/V software). Troubleshoot and resolve issues with campus/medical center domains and CoPath login credentials. Escalate the issues to UCSF IT if necessary.

·     Perform digital micro slides scanning for teaching / research purposes via Aperio scanner for all faculty.

35

yes

Administers a defined operational program or activities which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety

Faculty Support:

Provide professional, high-level analytical and technical support to the faculty in the overall management and organization of the faculty/residents offices and labs at the Parnassus location, as well as support the rotating UCSF residents and fellows.

·     Serves as resource and liaison on events related to clinical and research faculty issues. Independently analyzes and prioritizes requests prior to taking appropriate action. Ensure smooth unit operation by managing events and priorities efficiently. Schedule and coordinate meetings, conferences, seminars, retreats, and other major events. Address any unexpected or urgent needs as necessary.

·     Collect and organize meetings materials

·     Prepare PowerPoint presentations and reports

·     Oversee scheduling of Resident Room and Conference Room

·     Manage faculty calendars and teaching schedules

·     Manages all travel logistics and expense reporting according to UC Policies & Procedures. Prepare and organize travel itineraries for Faculty. Prepare and submit Faculty expense vouchers for reimbursements. Type and edit scientific manuscript, chapter reviews, CVs, teaching materials, and other documents

·     Update Faculty FOLIO CV’s

10

yes

Project Support:

Independently provide administrative support to projects for faculty as assigned. Produce reports using statistical data analysis (mean, average, range, mode and %).

Projects assigned will include literature searches, conducting surveys, conducting feasibility studies, assessing resource needs, contacting vendors, coordinating with others inside and outside of UCSF for demonstrations, coordinating with IT regarding audio/visual equipment installations or other types of electronic office equipment), preparing and presenting proposals, drafting new standard operating procedures (SOPs), etc.

Assist with the coordination of all aspects of faculty conferences as needed.

15%

yes

Purchasing & Lab administration

Assist with ordering/purchasing reconciliation and laboratory administrative tasks

5%

no

Coordination of Leadership Meetings, Director Activities, and Events

Coordination of program leadership meetings, Director activities, and other program events.

100%

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