Administrative Officer Vascular Surgery

About the role

The Department of Surgery, Division of Vascular & Endovascular Surgery at UCSF is seeking a highly skilled and adaptable Administrative Officer to provide comprehensive advisory, analytical, and operational support to the Chief of Vascular Surgery and its Faculty Leaders, managers, and directors.

Responsibilities

• Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.
• Independently researches, analyzes, and develops high-impact recommendations on policies, programs, and proposals that are often broad in scope and cross-functional.
• Collaborates closely with faculty, directors, managers, and staff to optimize operations and advance the Division’s mission of excellence in clinical care, education, and research within UCSF’s dynamic academic medical center environment.
• Drafts institutional documents, including MOUs, contracts, recommendation letters, reports, and memoranda.
• Manages complex faculty schedules, conducts faculty recruitment, coordinates meetings, resolves meeting conflicts, coordinates travel, facilitates advancement, processes reimbursements, oversees clinical on-call coverage, and manages faculty vacation schedules.
• Coordinates office moves & renovations, space utilization planning, inventory management, emergency action planning, and the development and maintenance of divisional standard operating procedures.
• Supports the Operations of the academic division/office/unit and provides strategic advisory support to the Division of Vascular Surgery.
• Plans and executes ACCME-accredited Continuing Medical Education (CME) programs, including Grand Rounds, symposiums, Thoracic Tumor Board, and visiting professorship events.
• Supports the ACGME-accredited Vascular Surgery Residency Program by coordinating recruitment and accreditation processes; tracking compliance requirements; assisting with onboarding and offboarding; credentialing; scheduling; reimbursements; graduation planning; exam proctoring; and maintaining educational materials.
• Conducts complex analyses, compiles data, and prepares high-quality reports, proposals, and applications to support divisional goals.
• Contributes to the Division’s operational needs by collaborating with faculty, directors, and managers to ensure excellence across clinical care, education, and research initiatives.

Qualifications

• A Bachelor’s degree in Business Administration, Public Administration, Healthcare Administration, or a related field.
• Minimum of 5 years of progressively responsible administrative experience in a healthcare setting, preferably in a surgical or academic environment.
• Advanced policy analysis, program evaluation, strategic planning, and operational problem-solving skills.
• Strong written and verbal communication skills, with the ability to distill complex information into actionable guidance for senior leadership.
• Excellent organizational and interpersonal skills, with the ability to collaborate effectively with diverse teams and stakeholders.
• Experience with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Ability to manage multiple projects with changing priorities in a fast-paced environment.
• Knowledge of UCSF’s administrative policies, travel and entertainment guidelines, HR protocols, union agreements, accreditation standards (ACGME and ACCME), grant management processes, medical center standards, campus policies, and event planning strategies.
• Expertise in academic business operations, financial management, educational program administration, and project execution.

Skills

• Advanced policy analysis and program evaluation.
• Strategic planning and operational problem-solving.
• Excellent written and verbal communication skills.
• Strong organizational and interpersonal skills.
• Microsoft Office Suite proficiency.
• Ability to manage multiple projects with changing priorities.
• Comprehensive understanding of UCSF’s administrative policies, travel and entertainment guidelines, HR protocols, union agreements, accreditation standards (ACGME and ACCME), grant management processes, medical center standards, campus policies, and event planning strategies.
• Expertise in academic business operations, financial management, educational program administration, and project execution.

Benefits

The Administrative Officer will play a vital role in optimizing operations and advancing the Division’s mission of excellence in clinical care, education, and research within UCSF’s dynamic academic medical center environment.

Pay

The salary range for this position is $80,000 - $100,000 annually, depending on experience and qualifications.

Schedule

This position requires an on-site presence up to three times per week, with occasional evening or weekend availability to address urgent operational needs with limited notice.