ADMIN OFCR 2 CX

Skills

• Excellent analytical and independent problem-solving skills
• Sound judgment in responding to issues and concerns
• Strong organizational skills and ability to multi-task
• Discretion and confidentiality
• Basic help desk troubleshooting
• Audio/visual equipment setup and breakdown
• Editing professional documents for grammar, spelling, and content

Qualifications

• Bachelor's degree in related area and 2 years relevant experience
• 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
• Communicate effectively with all levels of staff verbally and in writing
• Proven ability to communicate, correspond, and interact with a diverse group of people within UC campuses, UC Departments, faculty, staff, students, trainees, outside physicians and institutions and patients
• Working knowledge of common organization-specific and other computer application programs
• Strong knowledge of the following: basic help desk troubleshooting such as logins and screen displays and audio/visual equipment setup and breakdown of high-tech video conferencing system
• Demonstrate exemplary oral, written, and interpersonal communication skills
• Must be able to edit professional documents for grammar, spelling, and content

Responsibilities

• Scheduling/Administrative Responsibilities
• Maintain multi-user databases for Faculty and Residents to track research, clinical data, and teaching slides through the extrapolation of patient data
• 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
• 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)
• Attend meetings and summarize what was discussed in meeting minute notes
• Edit and format faculty CV (curriculum vitae) using MyAdvance
• 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
• 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 %)
• Assist with the coordination of all aspects of faculty conferences as needed
• Purchasing & Lab administration
• Aid with ordering/purchasing reconciliation and laboratory administrative tasks
• Cooordinating Leadership Meetings, Director Activities, and Events
• Coordination of program leadership meetings, Director activities, and other program events