Administrative Officer 3

Job Function Summary

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services may include activities in finance, human resources, IT, facilities management, or student services.

Generic Scope

Experienced professional who knows how to apply theory, and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.

Custom Scope

The Administrative Officer 3 (AO3) position supports the Krummel Lab through a dynamic blend of administrative, project management, and philanthropic portfolio responsibilities. The role is dedicated to comprehensive lab administration, including managing travel schedules and reimbursements, triaging incoming email, coordinating meetings and room reservations along with any necessary provisions, and overseeing visitor schedules and welcome protocols. The incumbent will serve as a key participant in the management of shared floor common space and act as a primary point of contact to receive visitors, while also managing the ongoing upkeep of the HSW5 office and serving as the first point of contact for all lab requests. Additional administrative responsibilities include providing ongoing updates to the Principal Investigator's Biosketch, populating Advance with relevant travel and publishing activities, and maintaining the lab website with papers and conducting yearly major updates.

This role is dedicated to serving as the Krummel Science and Lab Portfolio Project Manager, where the incumbent will coordinate grant reporting, regulatory submissions, and HR and personnel reports. This function also includes actively participating in opportunistic grant writing efforts, including reappropriation requests, to support the continued growth and funding of the lab's research portfolio.

This role also focuses on project managing philanthropic portfolios. Responsibilities in this area include managing yearly budgets and reports, cultivating donor relations, and updating web materials, sometimes in collaboration partner organizations. The incumbent will also manage rosters of participants in philanthropic projects; organize quarterly Mashup Events in partnership; manage monthly meetings partners; maintain program calendars and oversee programming; and lead Immunoprofiler contributor outreach efforts, sometimes alongside OCR.

Department Overview

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 and surgical pathology.

Required Qualifications

• Ability to work independently, applying current knowledge base and expertise effectively to assess situations, and offer improvements and adjustments as required in order to meet established goals. Ability to use sound judgment in responding to issues and concerns.
• Prior experience in administrative support – (ex. travel arrangements, faculty calendars, etc.).
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in-writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Willingness to learn and adapt to change.
• Working knowledge of common organization-specific and other computer/website/media application programs.
• Ability to use discretion and maintain confidentiality.
• Knowledge of generally accepted accounting principles, fund accounting, and computer expertise in spreadsheets (MS Excel) and databases functions, MS Word, and Outlook.
• Familiar with video-conferencing (zoom).
• Knowledge of common University-specific computer MyAccess application programs.
• Strong skills in short term planning, analysis and problem-solving and customer service.

Preferred Qualifications

• Ability to provide technical and creative skills for new media-conferencing tools, teaching, publication, and professional presentation projects.
• Ability to learn new instruments and software, programs, etc.
• Knowledge of University policies, procedures and financial reporting systems dealing with budget, financial, staffing and specialized practices and their appropriate applications.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting / fund management, and / or personnel management.
• 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.

Required Education

• Graduate Master’s Degree in related area and three or more years of related experience; and / or equivalent experience / training.

Preferred Education/Experience

• Previous experience as an administrative professional (three or more years).
• Previous experience in supervising and business management.
• Previous experience in a healthcare / educational setting.

Licenses

Administrative Operations Duties

Actively engages in a wide spectrum of day to day high level administrative operations.

• Travel schedule and reimbursements.
• Email Triage Assistance.
• Schedule meetings/get rooms/help with provisions as needed.
• Visitor schedules and welcome.
• Participation in management of floor common space and act to receive visitors.
• Manage Upkeep of HSW5 Office.
• Act as first point of contact for lab requests of all kinds.
• Ongoing updates of my Biosketch, population of Advance (w/ travel/publishing).
• Ongoing update of website and population with papers, Yearly Major Update.

Krummel Science and Lab Portfolio Project Manager Duties

• Coordinate Grant Reporting.
• Coordinate Regulatory.
• Coordinate HR and Personnel Reports.
• Coordinate and Participate in Opportunistic Grant Writing (Reappropriation).

Project Manage Engage+Connect and Related Philanthropic Portfolios

• Manage yearly budgets.
• Manage yearly reports.
• Manage Donor Relations.
• Update Web Materials.
• Manage Rosters of Participants for Occasional Emails.
• Organize Quarterly Mashup Events.
• Manage monthly meetings of participants.
• Manage Calendars and Programming.
• Manage Immunoprofiler Contributor Outreach (with OCR).

Other Duties

• Other duties as assigned by Departmental leadership.

Budgeted Job Salary Range: 187,700