UCSF

Public health sciences university in San Francisco

Administrative Officer - Radiology

Administrative SupportConfirmed live in the last 24 hours

Full-timeSan Francisco, CA, USA$32.80 - $60.41

About the Job

Requirements

One year of administrative or operations analysis experience.
A bachelor's degree in a related area, or equivalent experience or training.
Ability to use sound judgment in responding to issues and concerns.
Solid communication and interpersonal skills to communicate effectively with staff at all levels verbally and in writing.
Solid organizational skills and ability to multitask within demanding timeframes.
Working knowledge of common organization-specific and other computer application programs.
High proficiency with Microsoft Word, Excel, PowerPoint, Photoshop, and Adobe Acrobat, including the ability to develop spreadsheets and reports, independently draft correspondence, and create PowerPoint presentations under tight deadlines.
Ability to use discretion, maintain confidentiality, and exercise sound judgment in responding to issues and concerns.
Ability to function and participate effectively as part of a collaborative team.
Demonstrated ability to manage multiple projects from conception to implementation while maintaining a service-oriented demeanor.

Responsibilities

Provide full administrative and analytical support to multiple Radiology research and clinical faculty at the China Basin Campus and work with laboratory and administrative staff on tasks and projects.
Maintain and use online systems and databases, including Smartsheet, MyExpense, BearBuy, and Advance; perform computer and internet research; and handle meeting scheduling, reimbursements, purchasing, monthly reconciliations, and other administrative support.
Independently manage responsibilities for faculty holding roles in international, national, and University committees and professional societies, assessing and responding to the needs of those roles.
Serve as the administrative office point of contact and provide oversight of office operations and high-level administrative support to research and clinical faculty and the Site Director.
Support access and access systems at the China Basin site.
Research, analyze, and resolve administrative problems of moderate scope, identifying and recommending potential solutions.
Coordinate committee meetings, manage agendas, record and distribute minutes, and arrange rooms, attendance, and food as needed.
Oversee office operations, including supply purchasing and inventory, office equipment, service-unit coordination, correspondence, and renewals for membership dues, association fees, licenses, and subscriptions.
Support capital equipment purchases over $5,000 by working with Supply Chain Management and its website.
Oversee faculty travel arrangements and reimbursements and lab-member reimbursements, ensuring purchases and reimbursements comply with UCSF policy.
Analyze administrative functions and procedures and recommend improvements.
Schedule research cores using Outlook, APEX, and iLab.
Support space management by collecting user data and reporting it to the supervisor.
Track site equipment valued over $5,000 for capital-assets reporting and report to the supervisor.
Gather and analyze financial and resource data and prepare reports or analyses of operational activities and services.
Oversee grant proposal and IRB submissions; support pre-award grant administration, financial reports, account reconciliation, and budget administration.
Research complex financial discrepancies and address escalated customer-service problems and vendor concerns.
Manage and monitor assigned funding accounts, initiate or supervise accounting transactions, maintain account integrity, and meet with Principal Investigators to discuss and handle financial issues.
Reconcile monthly purchases for assigned research faculty and the clinical section.
Analyze and resolve match-exception problems within BearBuy orders.
Maintain faculty purchasing logs and keep monthly expenses within grant budgets.
Work with post-award staff to ensure expenses and scans are charged appropriately.
Serve as China Basin site cash handler, managing, tracking, reporting, and reconciling cash and expenses.
Develop and maintain budgets; support pre-award budget generation, provide information to Co-Investigators, and coordinate with Research Management Services and other analysts.
Liaise with Research Administration Services to facilitate grant submissions, including large collaborative grants.
Use the research administration management system to resolve pre- and post-award issues related to sponsored projects and government grants.
Schedule research meetings in the section; review and edit manuscript submissions; collect CVs and signatures for research projects; and maintain faculty CVs and biosketches with current publications, awards, honors, and invited talks.
Prepare documentation for contracts and grants involving investigators across departments and research units, compiling and analyzing data for new proposals and progress reports.
Analyze and prepare subcontract establishment materials for collaborators at other institutions, including assembling documents and forwarding them to the service center and business office for approval.
Manage and coordinate special events hosted by research faculty or the clinical section; reserve rooms for weekly group meetings, arrange catering, obtain approvals, and submit reimbursements.
Complete ad hoc tasks and projects requested by the Site Director, faculty, and department or medical center.

Desired Qualifications

Knowledge of UCSF Accounting and School of Medicine policies and procedures for travel, meetings and entertainment, expenses, purchasing, and vendor payments.
Familiarity with agency and UCSF policies regarding purchasing and reporting, restricted costs, and general spending and carry-forward guidelines.
Knowledge of grant proposal preparation and IRB submission.

The Administrative Officer uses professional concepts to apply organizational policies and procedures to oversee a variety of ongoing administrative operational issues.

The Administrative Officer is assigned projects and expected to manage the entire problem-solving process, which includes:researching, analyzing information, identifying, and recommending potential solutions of moderate scope. This position requires a high level of professionalism and diplomacy, particularly in dealing with sensitive issues and critical academic activities.

The Administrative Officer will provide full scope of administrative and analytical support to multiple Radiology research and clinical faculty at the China Basin Campus to ensure smooth functioning of the administrative activities. The incumbent will also work closely with laboratory and administrative staff on a variety of tasks and projects.

The incumbent will be expected to maintain and utilize several online systems/databases (i.e., Smartsheet,MyExpense, BearBuy, and Advance), be proficient in computer and internet research skills, as well as have strong financial and spreadsheet skills.The key aspects of this position include interfacing with internal and external contacts from the Department of Radiology Business Office and Post-Award Unit, UCSF Contracts and Grants, UCSF Controller’s Office (Extramural Funding), the incumbent should expect to wear multiple hats and be able to move quickly and seamlessly from day-to-day administrative operational responsibilities such as meeting scheduling, reimbursements, purchasing, monthly reconciliations, and any other administrative support as required.

In addition to leadership roles within the department, the research and clinical faculty may also hold roles in international, national, and University committees and professional societies. The incumbent must understand, evaluate and determine the needs of these critical roles in order to independently manage the job responsibilities of the position.

The incumbent should be highly organized, proactive, and able to work well both independently and in group environments. As the point of contact for all administrative office requests, the incumbent will need to possess excellent verbal/written communication and interpersonal skills, and the ability to work well with all levels of internal management, faculty, staff, outside clients and vendors.Due to the nature of the job, sensitivity to confidential matters is imperative with responsibilities of credentialing, performance evaluations, faculty searches, preparation and review of reports and presentations.

The Administrative Officer will work within a team of administrative service staff based at China Basin and research support staff at the Mission Bay, will participate in team activities and may collaborate on projects and tasks with other administrative staff. The position will be primarily located at the China Basin Campus within the Department of Radiology.

Required Qualifications:

One year administrative or operations analysis experience
Bachelor's Degree in related area; or equivalent experience / training
Ability to use sound judgment in responding to issues and concerns
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
Working knowledge of common organization-specific and other computer application programs
Highly proficient working with MS Word, Excel, Power Point, Photoshop, and Adobe Acrobat is required to execute job responsibilities under very tight deadlines. Includes the proven ability to develop spreadsheets, reports, independently draft correspondence and create PowerPoint presentations
Ability to use discretion and maintain confidentiality, and use sound judgment in responding to issues and concerns
Proven ability to function and participate effectively as part of a collaborative team
Demonstrated ability to work on multiple projects from conception to implementation while maintaininq a hiqhly service oriented demeanor

Preferred Qualifications:

Knowledge of UCSF Accounting and School of Medicine policies/procedures on travel, meeting and entertainment; expenses, purchasing and vendor payments
Familiarity with agency and UCSF policies regarding purchasing and reporting, restricted costs and general spending & carry-forward guidelines
Knowledge of grant proposal preparation and IRB submission

% of time	Essential Function (Yes/No)	Key Responsibilities (To be completed by Supervisor)
45%	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. Participates in the development and revision of standard operating procedures and guidelines. Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. Administrative Support Provide oversight of office operations and high-level administrative support to the Research and Clinical Faculty, and Site Director at the China Basin Campus. Point of contact for all administrative office requests and concierge for the suite Supports Access and access systems at China Basin Site Manage the entire problem-solving process, which includes:researching, analyzing information, identifying, and recommending potential solutions of moderate scope Responsible for coordinating committee meetings.Manage agenda based on timely issues and suggestions from committee members; record and distribute minutes. Discretion and judgment, as well as good analytical skills and a comprehension of departmental and university issues, are required when recording minutes. Associated activity such as room reservations, attendance management and ordering food may also be required. Provide oversight of all office operations such as supply purchases, maintains office supply inventory, maintains office equipment (such as copiers, etc.) Interfaces with UCSF service units such as facilities management, computer support, information technology, Enterprise Network Systems, audio-visual classroom support and room reservations, mail services, reprographics and deliveries, reimbursements; prepare correspondences; renewals for membership dues, association fees, licenses, and subscriptions. Supports Equipment purchases that includes capital equipment over $5K, navigates and works closely with Supply Change Management team and website to ensure success purchase of equipment. Oversee travel arrangements and reimbursements for faculty as well as reimbursements for lab members.Keep up to date on UCSF policy to ensure compliance of reimbursements and purchases. Conduct analyses and recommend improvements to administrative functions and procedures. Scheduling support for research cores, schedules in Outlook, APEX and iLab Supports Space Management efforts; collects user data and reports to supervisor. Supports Capital Assets reporting, tracks site equipment greater $5K and reports to supervisor.
35%	Yes	Financial Management: Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc. Oversee grant proposal submissions, IRB submissions, providing support for pre-award grants administration, financial reports, account reconciliation, and budget administration Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. Manage and monitor finances of assigned funding accounts and initiate and/or supervise all necessary accounting transactions to maintain account integrity; meet regularly with Principal Investigators, discuss, and handle various financial issues Reconcile monthly purchases for assigned research faculty and clinical section Analyze and solve match exception problems within Bearbuy orders. Establish purchasing logs for faculty, keeping monthly expenses within grant budgets. Works with post award to ensure that expenses and scans are being charged appropriately. Cash Handler for the China Basin site, manages, tracks, reports and reconciles cash and expenses.
10%	Yes	Research: Develops and maintains budgets. Provide Pre-award support by helping on the generation of budgets, provide information to Co-Investigators and coordinate with Research Management Services and other Analysts as needed. Act as liaison with Research Administration Services to facilitate the submission of grant submissions including large collaborative grants. Comprehend and understand the research administration management system to resolve any pre-and post-award issues related to sponsored projects and governmental grants. Schedule research meetings in the section. Review and edit manuscript submissions. Provide CV and signature collections for research projects. Maintain CV/bio sketches for faculty members, keeping current publications, awards/honors, invited talks etc. Develop and prepare documentation for contract and grants that involve investigators in multiple departments and many different research units. This involves compiling and analyzing the data necessary for new proposals and progress reports for existing projects. Provide analysis on the establishment of subcontracts for collaborators in other institutions, which may include preparation and assembly of documents; forward to the service center and business office for approval.
5%	Yes	Events: Manages/coordinate any special events hosted by research faculty or clinical section. Work with Live 25 to make sure rooms are reserved for weekly group meetings. Cater food, get necessary approvals, and submit reimbursements.
5%	Yes	Other Duties: Upon request, complete ad hoc tasks and projects driven by the Site Director, faculty, and the needs of the department and medical center.
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: 32.80-60.41

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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