Administrative Officer - Radiology

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 M

Skills
Excel, Accounting, Payroll