ADMIN OFCR 2

Responsibilities

• Financial & Contract Coordination
• Draft and process scopes of work, agreements, and supporting documentation for fellows, faculty, and global partners; coordinate submission to relevant UCSF departments
• Apply appropriate payment and contracting mechanisms for each collaboration and engagement
• Proactively track invoices, payments, and contract statuses; follow up persistently with vendors, partners, and UCSF teams to ensure timely processing
• Liaise with UCSF Finance and Supply Chain teams; support contract amendments and ensure compliance with institutional requirements
• Identify and address potential delays or bottlenecks in contract and payment workflows; flag discrepancies or issues to leadership
• Travel, Procurement & Expense Management
• Coordinate domestic and international travel logistics for fellows, faculty, and partners, including booking, advances, and itineraries
• Process travel advances, expense reimbursements, and reconciliations in compliance with UCSF policies
• Maintain accurate records and documentation for all transactions
• Event & Meeting Logistics
• Manage complex scheduling and calendar coordination across fellows, faculty, leadership, and global partners working across multiple time zones; proactively communicate and send reminders to ensure high attendance from clinically active stakeholders
• Cook up and distribute agendas, flyers, Zoom links, and meeting materials; support on-site logistics before, during, and after events
• Document and archive meeting notes, slides, and recordings
• Monitor shared inboxes and respond to or triage inquiries
• Operations, Recruitment & Administrative Coordination
• Maintain and update fellowship program records, databases, contact lists, and documentation systems
• Support fellowship recruitment and selection, including application tracking, materials preparation and review, and interview coordination
• Curate educational resources and program materials for fellows
• Support onboarding and administrative processing for visiting fellows, trainees, and collaborators, including facilitating observerships and rotations at UCSF; serve as primary logistical contact for visitors and guests
• Disseminate program and fellowship evaluation tools and follow up on survey and project update responses from fellows and alumni
• Process Improvement & Operational Support
• Work with fellows to ensure consistent, reliable access to UCSF tools and platforms; liaise with UCSF IT and relevant departments to troubleshoot and resolve access and connectivity challenges across networks
• Identify opportunities to improve administrative workflows and systems; recommend and implement process improvements
• Document standard operating procedures to support consistency and efficiency
• Translate complex UCSF administrative, financial, and contracting processes into clear, accessible guidance for international fellows and partners
• Build and maintain relationships with administrative counterparts across UCSF departments to improve coordination and streamline processes over time

Qualifications

• Bachelor's degree in related area and/or equivalent experience/training
• Minimum 2 years of experience coordinating complex scheduling and logistics across multiple time zones, including for clinically active or hard-to-reach stakeholders
• Demonstrated experience processing travel arrangements, advances, expense reimbursements, and reconciliations in compliance with institutional policies
• Demonstrated ability to translate complex administrative, financial, or contracting processes into clear, accessible guidance for diverse audiences, including international stakeholders
• Demonstrated ability to manage multiple concurrent workstreams with competing deadlines, prioritize effectively, and follow through persistently to completion
• Demonstrated ability to analyze, research, and synthesize information with strong attention to detail
• Able to use sound judgment in responding to issues and concerns
• Solid communication and interpersonal skills to communicate effectively 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 such as Zoom, Google Suite, and project management platforms
• Able to use discretion and maintain confidentiality
• Strong skills in short term planning, analysis and problem-solving and customer service