ADMIN OFCR 2 CX

About the role

The administrative associate (AA) independently provides administrative support for the Zuckerberg San Francisco General Hospital (ZSFG) division of the UCSF Department of Obstetrics, Gynecology, and Reproductive Sciences.

Responsibilities

• MEDICAL EDUCATION (25%)

  • Independently handles all administrative tasks and logistics associated with onboarding residents, medical students, and fellows to ZSFG Ob-Gyn.
  • Ensures that trainees have completed all required onboarding tasks in compliance with UCSF and SFDPH rules and are ready to start on their assigned start date.
  • This includes a focus on physical and system access, ensuring trainees have badges, parking passes, scrubs, meal cards, and related items and that they have completed all necessary trainings and obtained EPIC access.
  • Orients and advises fellows, residents, and medical students regarding ZSFG and division administrative policies.
  • Works regularly and closely with the ZSFG Ob-Gyn medical education coordinator and residency, medical student, and fellow site directors to anticipate needs, prevent issues, and resolve problems in a timely fashion.
  • Works through directors and med ed coordinator to communicate with the Chair’s Office medical education staff as needed.
  • May interface with administrative chief residents at ZSFG.
  • Serves as the primary on-site support person for residents, fellows, and medical students.
  • Disseminates logistical information and answers questions.
  • Resolves ad hoc issues for program learners such as lost or malfunctioning badges or questions about the schedule.
  • Serves As a Collaborative Member Of The 6D Administrative Team, Providing Onsite Support For The Following Items As Well As Other Onsite Operational Coverage That May Be Needed

• GENERAL ADMINISTRATION (50%)

  • Handles all ZSFG-based administrative tasks associated with onboarding, onsite support, and offboarding for trainees.
  • Includes but is not limited to obtaining badges, parking passes, scrubs, and meal cards; ensuring all training and compliance requirements are met including those associated with EPIC; and responding to trainee questions in real time.
  • Manages general administrative issues for the division including but not limited to mail/packages/deliveries; IT and capital equipment inventories; various facilities and space management functions; accounts payable, accounts receivable, and purchasing functions; event planning; administrative support for clinical faculty such as scheduling complex meetings and making travel arrangements; and other onsite support such as backup reception and emergency floor warden duties.
  • Administers accounts payable, accounts receivable, and purchasing functions for Ob-Gyn department operations at ZSFG.
  • Researches options and places orders for furniture, equipment, supplies, food, software licenses, and other goods and services through BearBuy.
  • This includes creating, monitoring, and closing purchase orders with an understanding of UCSF meeting and entertainment policies and procedures.
  • Sets up vendors in BearBuy.
  • Processes employee and trainee reimbursements [MB1] through MyExpense.
  • Backup reimbursement help for Karen and Marina if they are not available, on leave.
  • Provides general administrative support for ZSFG Ob-Gyn clinical and research faculty such as scheduling complex meetings, planning and implementing events, proofreading documents, making travel arrangements, and updating curriculum vitae.
  • Affords assistance with faculty meeting logistics as needed.
  • Participates in the development and revision of standard operating procedures and guidelines.
  • Affords recommendations for changes to maintain compliance with federal and state requirements and internal policies.
  • Other duties as assigned.

• SPACE PLANNING, COMMUNICATIONS, EQUIPMENT, AND SAFETY FUNCTIONS (10%)

  • Administers space planning, communications, equipment, and safety functions for Ob-Gyn department operations at ZSFG.
  • Serves as alternate Zoom host when needed.
  • Orders IT equipment and supplies including computers, computer accessories, and adapters.
  • Works with IT and Facilities for installation of technology, IT, and communications equipment.
  • Maintains departmental equipment inventories and performs equipment audits, completing UCSF required documentation (e.g., capital asset tags and inventories).
  • Captures surplus and equipment disposal.
  • Organizes files for storage or disposal, including serving as expert on file storage guidelines to ensure proper maintenance of records.
  • Coordinates and facilitates office moves.
  • Creates and maintains seating charts and completes annual Archibus survey.
  • Maintains master list of phone assignments.
  • Affords assistance with faculty and staff with phone lines, installation, transfer, disconnection, troubleshooting, etc.
  • Supports emergency preparedness through duties such as serving as an emergency floor warden, maintaining up-to-date emergency contact lists, distributing emergency plans to faculty and staff, and ordering emergency kits.

Qualifications

• Bachelor's degree in any area and/or equivalent
• 3+ years of proven experience in general administrative support in a professional environment
• Strong proficiency with standard UCSF office software including MS Word, Excel, and Outlook and ability to learn other software programs quickly as needed
• Exceptional scheduling/calendaring skills
• Demonstrated superior attention to detail
• Demonstrated exceptional skills in organizing work, prioritizing tasks, multitasking, and meeting deadlines
• Ability to use sound judgment in responding to issues and working independently
• Excellent communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing
• Proven trustworthiness with regard to confidential and sensitive information
• Proven ability to work effectively in a team environment, demonstrating the UCSF PRIDE values, and adapt to changing needs
• Demonstrated excellent attendance and reliability