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Business and Faculty Support Officer

Job Description


Full Time


Job Summary

Reporting to the Administrative Supervisor 2, the Administrative Officer is responsible for providing administrative and operational support to the Leadership Team, assigned faculty and the Ophthalmology Department as a whole. This position ensures the administrative and business functions run effectively and smoothly. Makes recommendations for process improvements to ensure efficient and effective business operations. The Admin Officer 2 duties will focus on the operations and facility, including finance related functions.  This will include but not be limited to the following: Independently reviews and updates the department Emergency Action Plan for our multiple locations; Responsible for maintaining the Capital Equipment Inventory Tracking and Surplus;  Serves as the Department Representative for the WGVCV Quarterly Stakeholder Meeting;  serves as the Emergency Plan Coordinator and keenly collaborates with other members of the department to ensure the building and employee needs are being satisfied; Implements an events dashboard for department wide use; which includes conference room oversight, EMS approvals and conflict resolution; Serves as the December Course Conference administrator working with the Office of CME and the Event Planning Committee;   Creates and maintains a protocol for department event needs to include vendors, preference, and general operating guidelines. Assists the Finance Team with financial processing functions and transactions.  Provide high-level Faculty support as assigned.

This position requires a self-starter, skillful problem solver who enjoys working collaboratively with others. Contributes positively to group interactions. Enjoys working towards the department initiatives, staff engagement, team building, inclusion and mission centric projects. Special projects may include, staff retreat planning, Lunch and Learns, and department sponsored events.

Department Description

The UCSF Department of Ophthalmology is one of the leading ophthalmology departments in clinical care, training, and research nationwide. The Department of Ophthalmology is a one of the largest recipients of federal grant funds among peer departments. We are ranked 1st in National Eye Institute Funding and 2nd in overall National Institutes of Health (NIH) funding in the country. Additionally, we have been the #1 recipient of the Research to Prevent Blindness funding nationwide with nearly $1.2 million granted in a single year. Overall, the Department has a wide-ranging portfolio of 60 active research grants.

UCSF’s renowned eye care services has a new state-of-the-art home. In November 2020, the Wayne and Gladys Valley Center for Vision opened its doors. Located at UCSF's Mission Bay Campus, the center houses the Vision Clinics, where many of UCSF's eye care programs relocated, as well as research and teaching facilities. Ophthalmology conducts its patient care, teaching, research, and public service activities currently at multiple UCSF campuses: Parnassus, Mt. Zion, Veteran’s Administration Medical Center (VAMC), San Francisco General (SFG), East Bay and Benioff Children’s Hospital at Mission Bay and in Oakland. The Department sponsors numerous invited speakers, research seminars, journal clubs, as well as a postdoctoral training program focused on mentorship, networking, and recognition. The UCSF Department of Ophthalmology consists of approximately 300 FTE’s (including UCSF Health employees) including faculty, basic scientists, postdoctoral scholars, graduate students, residents, fellows, clinical, research and administrative staff.

Required Qualifications

  • Bachelor's degree in related area and / or equivalent experience / training.
  • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
  • Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
  • Ability to use discretion and maintain confidentiality.
  • Strong skills in short-term planning, analysis, problem-solving, and customer service.
  • Thorough knowledge of human resources policies and procedures for staff and academic employees.
  • Ability to take initiative, willingness to learn, and exercise problem solving skills.
  • Demonstrated ability to make sound and thoughtful decisions, exercise intellectual curiosity and resourcefulness.
  • Ability to work both independently and collaboratively and contribute to group interactions.
  • Three (3) or more years of related work experience.

Preferred Qualifications

  • Facilities and/or Project Management Certification
  • 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.
  • Solid knowledge of common University-specific computer application programs.

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Job Code and Payroll Title

004263 ADMIN OFCR 2 CX

Job Category

Administrative Support

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Additional Shift Details

M to F 8:30 to 5:30pm on site w/some remote work option available

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