UCSF

Public health sciences university in San Francisco

Administrative Officer 2 - Surgical Oncology

Executive SupportUpdated on Nov 10

Full-timeSan Francisco, CA, USA$45.98 - $48.95 /hrIn-person

About the Job

Requirements

A bachelor's degree in a related area and/or equivalent experience or training is required.
At least one year of experience in administrative operations is required.
Experience calendaring and scheduling for multiple faculty members using Microsoft Outlook is required.
Working knowledge of common organization-specific and other computer applications is required, along with excellent proficiency in Microsoft Word, Excel, and Outlook.
Demonstrated word-processing skills to prepare correspondence and other documents accurately and efficiently are required, as is the ability to learn additional programs as needed.
The ability to communicate effectively, verbally and in writing, with all levels of staff is required, including a basic understanding of medical science to support faculty with transcribing letters.
Organizational skills and the ability to multitask under demanding timeframes, manage multiple projects, and prioritize competing deadlines are required.
The ability to meet deadlines accurately and on time, with attention to detail, is required.
Experience working independently with minimal supervision, using initiative and resourcefulness, and applying sound judgment to issues and concerns is required.
Working knowledge of accounting and finance, including interpreting and preparing basic financial reports, is required.
Analytical skills to collect, sort, and process qualitative and quantitative data and produce quality reports are required.
The ability to use discretion and maintain confidentiality is required.

Responsibilities

Provide executive-level support to the Vice Chair of Faculty Affairs and other faculty in the Colorectal Surgery Section as needed.
Provide analytical and project support to the Chief Value Officer/Executive Medical Director for the Surgery Faculty Practice by gathering information, developing work plans, and coordinating pilot projects that design and implement clinical-care workflows to improve quality, safety, access, and efficiency of elective surgical care.
Work with the Chair’s office Finance Unit and the Executive Medical Director to analyze and create Department of Surgery reports covering new patient visits, time to new appointment, revenue, referring-physician satisfaction, and operating-room utilization.
Coordinate all aspects of the Department of Surgery Faculty Mentoring Program, including maintaining its faculty mentoring database; researching and gathering information for the annual report to the Department Chair; scheduling annual Assistant Professor meetings; ensuring annual documentation compliance; and submitting updated mentor and mentee lists to the School of Medicine program office.
Maintain contracts with outside vendors for the Leadership Coaching Program and assist with billing and invoices.
Serve as an executive liaison between the faculty leader and Colorectal Surgery faculty, administrators, the Dean’s Office, medical center administration, national institutions, universities, public officials, and external contacts; make independent decisions about advising, information sharing, and priorities.
Evaluate incoming correspondence and communications; draft and transcribe general, confidential, scientific, and personal correspondence for review and signature; and provide analytical support by preparing dictated or handwritten documents.
Maintain the faculty leader’s and Colorectal Surgery faculty’s curricula vitae and research documents, including National Institutes of Health biographical sketches.
Produce visual aids, prints, slides, figures, tables, computer graphics, and presentation materials for high-level meetings.
Generate and coordinate executive-level responses to inquiries from campus, medical center, public, and national organizations; prioritize, screen, direct, and place calls and respond to inquiries as appropriate.
Compose and edit confidential correspondence; coordinate arrangements for on- and off-site meetings and conferences; arrange academic travel; and maintain a comprehensive calendar for internal and external meetings.
Coordinate faculty onboarding with the Operations Manager and relevant work units, including obtaining documentation needed for identification badges, parking permits, and email access.
Review, process, and submit invoices and reimbursements using online systems, including MyExpense and BearBuy.
Troubleshoot purchasing and reimbursement issues with UCSF IT support and accounting staff; review reimbursements and obtain required supporting documentation such as detailed receipts.
Maintain accurate financial records for reimbursements and purchases, including invoices, logs, and employee receipts.
Work with Finance Unit and Accounts Payable staff to establish purchase orders and educate faculty on University and Department reimbursement policies.
Research unreconciled items and work with relevant parties to resolve them and remove them from divisional ledgers.
Maintain checklists and documentation for audits; prepare accounting forms for check requests, travel advances, and travel-expense reimbursements for sponsored and non-sponsored funding.
Develop and generate ledger reconciliations and financial reports with the supervisor as requested.
Coordinate faculty email and network accounts, including account creation and removal and transfer of files or mail data.
Advise faculty on data security, password maintenance, appropriate data storage, and policies governing confidential electronic resources.
Coordinate administration of user accounts for Apex, STOR, and other clinical information systems with the Medical Center Help Desk and Practice Manager, and educate users on associated security policies.
Advise faculty on ergonomics, computer hardware care and maintenance, theft prevention, University equipment policies, and use of computer-support resources.
Work with the Information Systems Unit manager to address desktop-support needs and network-performance issues and prepare for office relocations as needed.
Ensure relevant websites are updated with faculty biographies, curricula vitae, and specialty areas.

Desired Qualifications

Experience working in an academic medical setting and understanding best business practices.
Knowledge of UC financial systems, including MyReports, MyExpense, BearBuy, and HBS.

The Administrative Officer will provide executive-level support to the Vice Chair of Faculty Affairs and as needed to other faculty within the Colorectal Surgery Section in the Division of Surgical Oncology.

The Administrative Officer will provide analytical and project support to Dr. Finlayson as the Chief Value Officer/Executive Medical Director for the Surgery Faculty Practice which includes gathering information, developing work plans, and coordinating pilot projects involving the design and implementation of clinical care workflows that improve quality and safety, access, efficiency of Department of Surgery elective surgical care practices; works closely with the Chair’s office Finance Unit and Dr. Finlayson to analyze and create Department of Surgery reports including metrics on new patient visits, time to new appt, revenue, satisfaction of referring physicians, and operating room (OR) utilization.

The individual will also help coordinate all aspects of the Department of Surgery Faculty Mentoring program including maintaining a faculty mentoring database, working with Dr. Finlayson to research and gather information to submit the annual faculty mentoring program report to the Department Chair, scheduling annual Assistant Professor meetings, ensure faculty compliance with annual documentation requirements, compile and submit updated mentor and mentee list annually to School of Medicine (SOM) Faculty Mentoring Program office.

The individual will also manage a range of responsibilities associated with the Colorectal Surgery section faculty’s administrative, research, and clinical roles. The responsibilities include communication around the faculty leadership roles at UCSF, including oral communication and written correspondence with Division and Department faculty, other university faculty and officials, the Dean and UCSF Medical Center administration, national journal editorial boards, publishers, professional associations, research institutes, private corporations, and private foundations, governmental agencies, other high level contacts at other universities, and patients. In addition, the incumbent provides financial and IT support, maintains a comprehensive calendar, arranges travel and composes letters. The incumbent works closely with the faculty and Operations Manager to support HR processes such as gathering documents for appointments.

This position is currently a limited appointment because of section growth and operational restructuring with the possibility to turn into a career position. The role is transitioning from supporting one faculty member to providing the flexible, shared support for multiple faculty members across the section. A limited appointment is required to evaluate the workload volume, operational needs, and efficiency of this new shared-support structure before establishing a career position.

Department Overview:

The mission of the UCSF Department of Surgery is 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 seven divisions including Adult Cardiothoracic Surgery, General Surgery, Pediatric Cardiothoracic Surgery, Pediatric Surgery, Plastic & Reconstructive Surgery, Transplant Surgery, and Vascular & Endovascular Surgery. 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), Zuckerberg San Francisco General Hospital and Trauma Center, San Francisco VA Medical Center, and Alameda County Medical Center in Oakland. Our residents rotate through UCSF Medical Center, Kaiser Permanente, and California Pacific Medical Center.

UCSF has a well established and deserved reputation for preeminent patient care services, much of which is anchored in our Division's world-class programs in surgery of the esophagus, liver, pancreas, colon and rectum, thyroid and parathyroids, breast, melanoma, obesity, and the management and prevention of acute traumatic injuries.

Required Qualifications:

Bachelor's degree in related are and / or equivalent experience / training.
Minimum of 1 year of experience in administrative operations.
Experience in calendaring and scheduling for multiple faculty using MS Outlook
This position is currently a limited appointment because of section growth and operational restructuring with the possibility to turn into a career position.
Working knowledge of common organization-specific and other computer application programs. Excellent proficiency in MS Office applications (Word, Excel, and Outlook). Demonstrated skill in word processing to prepare correspondence and other documents with speed and accuracy. Ability to learn how to utilize other programs as needed.
Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing including a basic understanding of medical science in order to support faculty with transcribing letters.
Solid organizational skills and ability to multi-task with demanding timeframes. Ability to work on multiple projects simultaneously and effectively prioritize tasks with competing deadlines.
Ability to meet deadlines in a timely an accurate manner with excellent attention to detail.
Demonstrated experience working independently with minimal supervision, using initiative and resourcefulness in performing job duties in areas of responsibilities and in the execution of additional duties as assigned; Ability to use sound judgment in responding to issues and concerns.
Working knowledge of accounting, finance and the ability to interpret and prepare basic financial reports. Analytical skills to collect, sort, process qualitative and quantitative data and provide quality reporting
Ability to use discretion and maintain confidentiality.

Preferred Qualifications:

Experience working in academic medical setting and understanding best business practices
Experience working in academic medical setting and understanding best business practices
Knowledge of UC Financial systems such as MyReports, MyExpense, BearBuy, and HBS

EssentialFunction

(Yes/No)

of time		KeyResponsibilities (TobecompletedbySupervisor)
50%	Yes	ViceChairofAcademicAffairs,Dr.Finlayson Faculty Practice Organization (FPO): Updatesanddistributesworkplansasrequiredforpossiblenewpilotprojects. Utilizes work plans to track and monitor progress on pilot projects. Plans/coordinates,organizesandattendsstrategymeetingswithcollaborative units including Quality Department, Patient Experience Department, Medical Directors, Community Providers, and Administrative Directors. OrganizeagendaforSurgicalDirector’sMeeting:keepdatabaseofmeeting, meeting minutes, and disseminates meeting minutes to Chairs across the institution WorkscloselywiththeChair’sofficeFinanceUnitandDr.Finlaysontoanalyzeand create Department level reports including clinical unit and divisional metrics on new patient visits, time to new appointment, revenue, satisfaction of referring physicians, and OR utilization. FacultyDevelopmentProgram: Maintainsafacultymentoringdatabase. WorkswithDirectortoresearchandgatherinformationtosubmittheannual faculty mentoring program report to the Department Chair. ScheduleannualAssistantProfessormeetings. Ensurefacultycompliancewithannualdocumentationrequirements. CompileandsubmitupdatedmentorandmenteelistannuallytoSOMFaculty Development Program office. WorkwiththeLeadershipCoachingProgramtoensurecontractsareuptodate with outside vendors and help with navigating billing and invoices as needed
30%	Yes	Executive-levelAdministrativeSupport: Act as high level executive liaison between Dr. Finlayson and the other Colorectal Surgery faculty, administrators, Dean’s Office, medical center administration and colleagues at national institutions and other Universities, public officials and other persons outside the University. This will require independent decision-making for advising and information sharing and establishing priorities. Must be able to work with variousgroups,includingseniormanagementlevelstaff,faculty,fellows,residentsand students to ensure the timely resolution of affairs. Evaluate incoming correspondence and communications. Draft and transcribe correspondenceofageneral,confidentialandscientificpersonalnatureforthePI’s review and signature. Provide analytical support and independently generate handwritten and dictated documents. Maintain Dr. Finlayson and the Colorectal Surgery faculty’s CV and all research documents including NIH Biographical Sketch. Independentlyresponsibleforproducingvisualaids,(ie.Printsandslidesoffigures, tables, computer graphics, slide making for presentations of materials and photocopying of meetings for high level meetings) Independentlyresponsibleforgeneratingandcoordinatingexecutivelevelresponses on behalf of the PI to requests and inquiries from the campus, medical center, the public and national organizations and agencies. Prioritize, screen, direct and place phone calls, respond to inquiries and direct to PI as appropriate. Independentlycomposeletters,wordprocessandeditconfidentialinternaland external groups coordinating arrangements for on and offsite meetings and conferences. Arrangeacademictravel Maintainsacomprehensivecalendar,schedulingmeetingswithmultipleinternaland external groups coordinating arrangements for on and offsite meetings and conferences. CoordinatefacultyonboardingwithOperationsManageralongwithotherrelevant work units including obtaining required documentation to ensure recruits obtain appropriateIDBadge,parkingpermits,accesstoemail.
15%		FinanceandAccounting: Review,processandsubmitinvoicesandreimbursementsinatimelyandaccurate

mannerusingtheon-linesystems(MyExpenseandBear Buy).

Independentlytroubleshootpurchasingandreimbursementsissuesbyworkingwith UCSF IT support and accounting staff.
Independently review reimbursements and ensure that required supporting documents(i.e.detailedreceipts)areobtainedandsubmittedasappropriate.
Maintaindetailedandaccuratefinancialrecordsofreimbursementsandpurchasing items (i.e copies of submitted invoices, logs, and employee receipts).
WorkwithChair’sofficeFinanceUnitstaffandAccountsPayablestafftosetupnew purchase orders when required.
WorkwiththeOperationManagertoeducatefacultyonUniversityandDepartmental policies regarding reimbursements as required.
Researchitemsthatcannotbereconciledtodeterminedetailsandworkwithrelevant parties to resolve and remove item from Divisional ledgers (i.e. erroneous pager and cell phone charges).
Maintainrecordsofallchecklistsanddocumentationforauditpurposes.
Prepareaccountingformssuchascheckrequests,traveladvances,andreimbursement of travel expenses for non-sponsored and sponsored funding
Uponrequest,workwithSupervisortodevelopandgenerateledgerreconciliationand financial reports as needed.

InformationTechnology:

Coordinate the maintenance of faculty email and network access accounts including requestsforthecreationofaccounts,theremovalofaccounts, andthetransferoffilesand/ormaildatafor faculty.
WorkwithOperationsManagertoadviseallfacultyonissueofdatasecurity,including password maintenance, appropriate locations for storage of data, and department policy governing the confidentiality of email and other electronic resources.
In conjunction with the Medical Center Help Desk and the Practice Manager, coordinate administration of all user accounts for Apex, STOR and other clinical informationsystems.Educateuserstoassurethatassociatedsecuritypoliciesare adhered to at all times.
Advisefacultyonresponsibilitiesrelatedtoergonomics,propercareandmaintenance of computer hardware, theft prevention, and policies governing the use of university equipment.
Advisefacultyonappropriateuseofavailablecomputersupportresources(i.e.IThelp desk).
WorkwithISUmanagertoaddressongoingdesktopsupportneeds,toaddressnetwork performance issues, prepare for office relocation as necessary.
Workwiththefacultytoensurethatallrelevantwebsitesareupdatedinatimely manner to include updates to faculty bios, CVs, and areas of specialty.

100%

Budgeted Job Salary Range: $45.98-48.95/hr.

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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