ADMIN OFCR 2 CX

Skills

• Excellent analytical and independent problem-solving skills
• Sound judgment in responding to issues and concerns
• Ability to work in a fast-paced environment, handle multiple projects simultaneously, be exceptionally organized, focus with attention to detail, follow through with issues in a timely manner, perform under pressure with increasingly challenging administrative tasks, accommodate last-minute requests efficiently and effectively, respond promptly to conflicting priorities with minimal supervision
• Strong organizational skills and ability to multi-task with demanding timeframes
• Working knowledge of common organization-specific and other computer application programs
• Discretion and confidentiality
• Strong knowledge of basic help desk troubleshooting such as logins and screen displays and audio/visual equipment setup and breakdown of high-tech video conferencing system
• Exemplary oral, written, and interpersonal communication skills
• Ability to edit professional documents for grammar, spelling, and content

Qualifications

• Bachelor's degree in related area and 2 years relevant experience and/or equivalent experience/training
• Ability to use sound judgment in responding to issues and concerns
• Work in a fast-paced environment, handle multiple projects simultaneously, be exceptionally organized, focus with attention to detail, follow through with issues in a timely manner, perform under pressure with increasingly challenging administrative tasks, accommodate last-minute requests efficiently and effectively, respond promptly to conflicting priorities with minimal supervision
• Strong organizational skills and ability to multi-task with demanding timeframes
• Working knowledge of common organization-specific and other computer application programs
• Discretion and confidentiality
• Strong knowledge of basic help desk troubleshooting such as logins and screen displays and audio/visual equipment setup and breakdown of high-tech video conferencing system
• Exemplary oral, written, and interpersonal communication skills
• Ability to edit professional documents for grammar, spelling, and content

Responsibilities

• Scheduling/Administrative Responsibilities
• Serve as resource and liaison on events related to clinical and research faculty issues
• Independently analyze and prioritize requests prior to taking appropriate action
• Manage sophisticated electronic calendars across multiple, complex faculty divisions and sub-specialty schedules
• Arrange and organize multiplex conferences of various sizes across numerous campus locations that include handling logistics for food with caterers, A/V equipment and computer needs
• Communicate and negotiate with various parties involved to arrive at a desired solution which include resolving schedule conflicts with faculty, other conferences and conference room locations
• Handle multi-faceted travel arrangements for faculty that includes establishing itineraries from single to various destinations (reserving flights, car rentals, hotel lodging, and securing travel insurance) using Connexxus and ensuring proper coverage of services during the faculty’s absence
• Attend meetings and summarize what was discussed in meeting minute notes
• Edit and format faculty CV (curriculum vitae) using MyAdvance
• Maintain multi-user databases for Faculty and Residents to track research, clinical data, and teaching slides through the extrapolation of patient data
• Consult with users (Faculty and Residents) to determine the purpose of each required data field, desired report, and the overall functions of the database
• Coordinate A/V set up and troubleshooting for teaching conferences at Mount Zion with all UCSF sites and outside institutions
• Record, edit, and render video recordings during Resident teaching conferences for web viewing/archiving
• Video-editing and CD-authoring for teaching presentations
• Prepare/editing images for medical publications using Photoshop
• Editing/printing block and slide images using Photoshop
• Create graphics for PowerPoint presentations, and flyers to promote special lectures for faculty
• Research and implement new technologies for polling audience during conferences
• Perform digital micro slides scanning for teaching/research purposes via Aperio scanner for all faculty
• 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
• Provide professional, high-level analytical and technical support to the faculty in the overall management and organization of the faculty/residents offices and labs at the Parnassus location, as well as support the rotating UCSF residents and fellows
• Serve as resource and liaison on events related to clinical and research faculty issues
• Independently analyze and prioritize requests prior to taking appropriate action
• Ensure smooth unit operation by managing events and priorities efficiently
• Schedule and coordinate meetings, conferences, seminars, retreats, and other major events
• Address any unexpected or urgent needs as necessary
• Collect and organize meetings materials
• Prepare PowerPoint presentations and reports
• Oversee scheduling of Resident Room and Conference Room
• Manage faculty calendars and teaching schedules
• Manage all travel logistics and expense reporting according to UC Policies & Procedures
• Prepare and organize travel itineraries for Faculty
• Prepare and submit Faculty expense vouchers for reimbursements
• Type and edit scientific manuscript, chapter reviews, CVs, teaching materials, and other documents
• Update Faculty FOLIO CV’s
• Project Support
• Independently provide administrative support to projects for faculty as assigned
• Produce reports using statistical data analysis (mean, average, range, mode and %)
• Projects assigned will include literature searches, conducting surveys, conducting feasibility studies, assessing resource needs, contacting vendors, coordinating with others inside and outside of UCSF for demonstrations, coordinating with IT regarding audio/visual equipment installations or other types of electronic office equipment), preparing and presenting proposals, drafting new standard operating procedures (SOPs), etc.
• Aid with the coordination of all aspects of faculty conferences as needed
• Purchasing & Lab administration
• Aid with ordering/purchasing reconciliation and laboratory administrative tasks
• Coordination of Leadership Meetings, Director Activities, and Events
• Coordination of program leadership meetings, Director activities, and other program events