UCSF

Public health sciences university in San Francisco

Division Analyst

Administrative SupportConfirmed live in the last 24 hours

Full-timeSan Francisco, CA, USA$31.24 - $42.16

About the Job

Requirements

A bachelor's degree in any related area, or equivalent experience or training.
At least one year of experience in administrative analysis or operations research.
Ability to use sound judgment when responding to issues and concerns.
Ability to communicate effectively with all levels of staff verbally and in writing, and to respond to questions and requests in a service-oriented manner.
Excellent organizational and analytical skills, attention to detail, and ability to manage multiple tasks within demanding timeframes.
High-level administrative experience, including managing extremely complex faculty calendars and schedules with precision.
Ability to use discretion and maintain confidentiality.
Ability to establish priorities and ensure timely execution of deliverables.
Ability to work independently and within a team in a fast-paced environment.
Strong knowledge of common organization-specific and other computer applications, including Word, Excel, PowerPoint, EndNote, mail clients, scheduling software, WebEx, Zoom, and Jabber.

Responsibilities

Oversee the daily operations of the academic office of the Division of Gynecologic Oncology and serve as its administrative lead.
Manage the Division Chief's complex calendar and align appointments with the Chief's commitments and responsibilities.
Manage complex projects, division costs, supply inventory, and space logistics.
Serve as liaison to faculty, staff, and external organizations; provide assistance in the Division Chief's absence; coordinate faculty and staff recruitment; process payroll; coordinate physician credentialing and privileges and the Physician and Non-Physician Practitioner program time study; draft correspondence, letters, CVs, and biosketches; develop the website; and coordinate staff, educational, and development events.
Organize multi-layered faculty recruitment interviews, onboarding, and offboarding.
Facilitate logistics for division meetings and events.
Provide executive support to the Fellowship Program Director and other faculty members as needed.
Coordinate division-specific program logistics, meetings, and events at the direction of the department Fellowship Administrator.
Organize staff engagement events and work with the Gyn Onc Friend's Circle to develop philanthropic opportunities.
Serve on committees representing the Division in the Department of Obstetrics, Gynecology, and Reproductive Sciences.
Maintain division project deliverables and create project timelines to support operational efficiency across entities interacting with the Division.
Maintain the Division's standard operating procedures and communicate process improvements and changes.
Oversee administrative operations, including budgetary financial management and human resources, and potentially IT, equipment inventory, facilities, space, student services, and contracts and grants.
Provide high-level support to the Division Chief, Directors, and faculty, resolve scheduling conflicts, and handle confidential and sensitive information.
Provide general management support for faculty, including serving as primary liaison to the UCSF Medical Staff office, updating and maintaining CVs and biosketches, preparing academic advancement materials, and assisting with publications.
Coordinate quarterly Physician and Non-Physician Practitioner program time studies and ensure timely completion.
Set up and monitor administrative systems such as emergency plans; coordinate communications and key systems; organize meetings; support facilities management; and coordinate special projects, functions, and events.
Coordinate visitors' schedules, itineraries, and travel plans, and work with clinical and outreach staff to ensure Division Chief and Director activities are covered and maintained, including credentialing and certifications.
Represent the Division on assigned committees and coordinate with divisions, departments, and schools to clarify roles and triage issues.
Coordinate faculty recruitment logistics, including coordinating job postings with HR, drafting recruitment plans, collecting and distributing CVs, organizing candidate interviews and travel, arranging committee meetings and taking minutes, drafting committee recommendations, editing offer letters, completing new-hire paperwork, managing the Applicant Personnel Recruiting system, and closing searches once a candidate is selected.
Work with selected faculty candidates to obtain privileges and verify required certifications and insurance before their appointment dates.
Coordinate faculty onboarding and offboarding and recommend program improvements; assist with staff onboarding, workspace setup, and IT setup, including phones, voicemail, computers, email, and system access.
Maintain biosketches, CVs, and other support pages; draft support letters; and prepare documents for grant submissions.
Maintain an EndNote library, edit grants and manuscripts to include citations as needed, purchase academic posters for meetings, look up articles on PubMed, and schedule project meetings and teleconferences with researchers at UCSF and outside institutions.
Manage and maintain Division standard operating procedures and communicate changes as needed.
Assist program-specific directors and leads with monthly call schedules, didactic scheduling, and updating faculty CVs for requesters.
Draft, format, and edit correspondence and reports for leadership, including letters for reference and correspondence for UCSF committees.
Plan travel and logistics for divisional programs.
Work with the Gyn Onc Friend's Circle to develop philanthropic opportunities and oversee the annual Gyn Onc Cancer Symposium.
Oversee office administration, including shared calendars, supplies, check requests, weekly and monthly meetings and conference rooms, office equipment, phone and computer setup, credentialing and certifications, physician on-call schedules, shipments, office files, and mail.
Develop, update, and maintain the Division and program websites in alignment with UCSF digital, editorial, and brand identity policies.
Serve as a timekeeping liaison and delegate to assist faculty and staff with monthly and biweekly hours and leave submissions.
Manage procurement for division and program activities through MyExpense; work with the Department finance team to track budgets and expenses and resolve errors; and prepare ad hoc reports for Division leadership.
Perform other duties as assigned and may serve as a floater for other department divisions, taking on Division Analyst responsibilities such as coordinating academic recruitment and supporting ad hoc projects.

Desired Qualifications

At least two years of project management experience, or equivalent experience in logistics or coordination of meetings, events, or training of varying sizes.
Experience using UCSF systems, including MyAccess, Bearbuy, Advance, and MyExpense.
UCSF work experience in academic research, teaching, and a clinical department.
Thorough knowledge of University rules, regulations, processes, protocols, and procedures for budget, accounting, and fund management and/or personnel management.

Please note: 3 days onsite is required

The Division Analyst will provide administrative and analytical support to the Division of Gynecologic Oncology (Gyn Onc) as well as additional division specific programs and events in the Department of Obstetrics, Gynecology, & Reproductive Sciences. The Division Analyst will serve as the main liaison of the Gynecologic Oncology (Gyn Onc) Division, in partnership with the Assistant Division Administrator, and provide direct support to the Division Chief, Program Directors (e.g. Division, Fellowship, etc.), and faculty members, ensuring that Division operates at the level of excellence expected by the UCSF community and our external constituents. The individual will communicate on behalf of the Chief and Program Directors (e.g. Division, Fellowship, etc.) with UCSF faculty and leadership, funders, the public and governmental agencies. This position will receive general directions from the Division Chief, Program Directors, faculty members and/or the Assistant Division Administrator in the form of objectives with deadline driven goals. The Division Analyst will be responsible for maintaining project deliverables of the division and creating project timelines to ensure operational efficiency across multiple entities that the Gyn Onc Division interacts with. The position will also manage the maintenance of Gyn Onc standard operating procedures and will handle communications regarding any new process improvement developments or changes in the existing processes.

The incumbent manages and administers a wide range of administrative operation for the Division Chief, Director, faculty, fellows, clinical research coordinators, research associates of the Division of Gyn Onc. These include but not limited to the following:

Oversee the daily operations of the academic office of the Division of Gyn Onc
Serve as the administrative lead in the Division
Manage the Division Chief’s complex calendars to align with the Chief’s commitment and responsibilities
Manage complex projects, maintain costs for the division, purchase and maintain supply inventory, and manage space logistics
Serve as the liaison to faculty, staff and external organizations, provide assistance in the absence of the Division Chief, coordinate faculty and staff recruitment, process payroll, coordinate physician credentialing/ privilege process and Physician and Non-Physician Practitioner (PNPP) program time study, draft correspondence, letters, CV, bio sketches, develop website and coordinate staff, educational and development events
Organize multi-layered interviews for faculty recruitment as well as onboarding/offboarding
Facilitating logistics for division meetings and/or events
Provide executive support to other faculty members including the Fellowship Program Director, and others in the Division as needed
Receive direction from department Fellowship Administrator to coordinate Gyn Onc division specific program logistics, meetings, events, etc.
Organize staff engagement events and work with the Gyn Onc Friend’s Circle to develop philanthropic opportunities
Serve on committees representing the Division of Gyn Onc in the Department of Obstetrics, Gynecologic & Reproductive Sciences
Manage other duties as assigned and may serve as a floater for other divisions in the department as directed by their supervisor

The Division Analyst must be able to triage and prioritize in a fast-paced environment, work independently with minimal supervision, remain current in technological applications, be exceedingly well-organized and flexible, be a pragmatic problem-solver and a team player, with excellent communication skills and meticulous attention to detail. Diplomacy and tact are essential, together with excellent verbal and written communication skill

REQUIRED:

Bachelor's degree in any related area and / or equivalent experience/training.
Minimum one (1) year of experience in administrative analysis or operations research.
Ability to use sound judgment in responding to issues and concerns.
Excellent communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner.
Excellent organizational skills, analytical, and demonstrated attention to detail and have the ability to multi-task with demanding timeframes.
High level administrative experience with the ability to work with extremely complex faculty calendars / schedules requires extremely well organized and detail oriented precision.
Ability to use discretion and maintain confidentiality.
Ability to establish priorities and ensure timely execution of deliverables.
Ability to work independently and within a team in a fast paced environment.
Strong knowledge of common organization-specific and other computer application programs, including Word, Excel, PowerPoint, Endnote, Mail Clients and Scheduling Software, WebEx, Zoom, Jabber.

PREFERRED:

Minimum of 2+ years of Project Management experience and/or equivalent experience in logistics or coordination of large to small meetings/events or training.
Experience using UCSF systems: MyAccess, Bearbuy, Advance, MyExpense
UCSF work experience in academic research teaching and clinical department.
Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

% TIME	Is Essential (Y/N)	Key Responsibilities
40%	YES	Management and Coordination of Division Chief/Director Commitments and GynOnc Division Administration: Oversight of administrative operations includes budgetary financial management and human resources and may include some of the following functions: IT, equipment inventory, facilities, space, student services, and/or contracts and grants. Provide high-level support to Division Chief/Directors/members of the faculty including resolving scheduling conflicts and handling confidential and sensitive information. Provide general management for faculty members, including serving as primary liaison between the division and the UCSF Medical Staff office, update and maintain CVs & Biosketches, prepare Academic Advancement materials, assist with submission of publications and other duties as assigned by the Division Chief/Director. Coordination of quarterly Physician and Non-Physician Practitioner (PNPP) program time study to ensure timely completion. May act as a central liaison for information related to the division for both ancillary departments and external organizations, as needed. Set up and monitor departmental administrative systems such as Emergency Plans, coordinate communications and key systems, organize departmental meetings, take a lead role in facilities management, coordinate special projects and functions as well as other meeting/events planning. The incumbent will work closely with clinical staff including practice assistants, nurses and NPs, the clinic managers, and outreach clinic staff to ensure that all details involving the activities of the Division Chief/Director are covered and well-maintained, credentialing and other certifications. The incumbent will be responsible for scheduling visitors, including itineraries and travel plans. Serve on committees (e.g. Staff Engagement, Space, Advocacy, Research, Wellness, etc.), representing the Division as assigned by the Director of Administration. Understand roles and relationships in Division and interact with other divisions/departments and schools to delineate roles and triage.
10%	YES	Faculty and Staff HR Management: Organize and facilitate logistics of multi-layered interviews for faculty recruitments, including coordinating with HR to post open positions, draft recruitments plans, collect CVs and distribute to the search committee members, organize candidate interviews and travel schedule, committee meetings and take minutes, draft committee recommendations to be sent to the Chair, edit offer letters, complete new hire paperwork, manage the Applicant Personnel Recruiting system for faculty recruitment, complete paperwork to close open searches when a candidate has been selected. Additionally, once the candidate is selected, the incumbent will work with them to obtain privileges and ensure that they have all the required certifications and insurance to begin practice before their appointment date. Coordinate/facilitate faculty onboarding/offboarding program and provide recommendations on program improvements. Assist managers with staff onboarding, including workspace set up and all issues related to IT including phone, voicemail, computer, email/system access, etc.
5%	YES	Research Support and Maintenance: Maintain biosketch, CV, other support pages, draft support letters and prepare other required documents for grant submissions. Maintain an EndNote library and edit grants and manuscripts to include citations when necessary. purchase academic posters for national and international meetings, look up articles on PubMed, schedule meetings and teleconferences for specific projects with researchers at UCSF and outside institutions.
20%	YES	Program Coordination: Manage and maintain standard operating procedures for the GynOnc Division and communicate changes as needed. As directed by program-specific directors/leads, assist with monthly call schedule, didactic scheduling, and updating of faculty CV’s and providing to appropriate requesting party. Drafts, formats, and edits correspondence and reports on behalf of leadership. Edit letters for reference, draft correspondence as needed to UCSF committees. Responsible for travel planning and logistics related to the divisional programs. Work with GynOnc Friend’s Circle to develop philanthropic opportunities and oversee the annual the GynOnc Cancer Symposium. Other duties as assigned.
15%	YES	Division Office Management Oversee various administrative tasks such as maintaining shared calendar; ordering division supplies; preparing and submitting check requests; scheduling weekly and monthly meetings and conference rooms; maintaining office equipment as needed; arranging phones, email, computer set-up; maintaining credentialing and other certifications; assisting with monthly physician on-call schedules; tracking FedEx shipments; maintaining office related files; obtaining and sorting mail for faculty and Division Chief. Management of website development/update/maintenance of division and programs in alignment with UCSF digital and editorial policies and UCSF brand identity standards as posted at identity.ucsf.edu. Understand roles and relationships in Division and interact with other divisions/departments and schools to delineate roles and triage. May serve as a floater to individual department divisions. When deployed to other division and/or administrative units, will take on the main responsibilities of the Division Analyst with respect to the coordination of Academic recruitment; serve as a resource to the division and other ad hoc projects as assigned by the manager/supervisor. Serve as timekeeping (MyTime) liaison and delegate to assist faculty and staff with monthly and biweekly hours/leave submissions.
10%	YES	Financial/Expense Monitoring and Audits: Manage procurement activities for all requested division/program activities in MyExpense. Interface with Department finance team and help track budget/expenses and provide resolutions where errors occur. Draft, format, and edit correspondence and generate ad hoc reports for the Division Chief/Director/member of the faculty.
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%.)

Budgeted Job Salary Range: 31.24-42.16

About the Company

UCSF

Public health sciences university in San Francisco

UC San Francisco is a public research university in San Francisco focused solely on health sciences, combining professional education with biomedical research and patient care. Its schools of dentistry, medicine, nursing and pharmacy train clinicians and scientists, while teams investigate cancer, immunology, genomics and neuroscience. UCSF Medical Center and Benioff Children's Hospitals connect clinical care with faculty research and training, and university clinics serve patients across Northern California. Founded in 1864, UCSF is the University of California campus dedicated to graduate and professional education and biomedical research, based in San Francisco.

Company size: 10,001+
Company stage: Not listed
Total funding: Not listed
Headquarters: Not listed
Founded: 1864

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