Operations Analyst

About the role

The Office Administrator and Operations Analyst in the UCSF School of Pharmacy's Dean’s Office provide comprehensive administrative support to the Vice Dean of Administration and Finance and the School of Pharmacy Dean’s Office. The incumbent manages and completes special projects, coordinates events and meetings, and ensures the accuracy of space inventory.

Responsibilities

• Manage, plan, and administer a range of administrative operations for the Dean’s Office.
• Provide executive-level administrative, operational, and staff support.
• Manage the calendars of the Vice Dean and Vice Dean of Administration and Finance, coordinating complex appointments, meetings, and related logistics.
• Serve as backup to the Dean’s Executive Assistant.
• Plan, coordinate, and implement Dean’s Office department meetings, including preparation of agendas and meeting minutes.
• Maintain and enhance the Dean’s employee database.
• Manage the School of Pharmacy employee wellness program in partnership with the campus wellness group.
• Cook up and oversee staff wellness activities, faculty lectures, volunteer events, retirement celebrations, holiday gatherings, and other special events.
• Cook up and oversee travel arrangements for Commencement VIP guests.
• Prepare and manage correspondence for Apple Teaching Awards.
• Manage special projects, including Town Halls, Full Faculty Meetings, Apple Teaching Awards, Mary Anne Koda-Kimble Innovation Seed Awards, and other Dean’s Office initiatives.
• Aid with procurement activities, including drafting and processing purchase orders and applying University procurement policies and procedures.
• Coordinate and participate in human resources activities, including employment, training, classification, payroll documentation, and reporting.
• Prepare and summarize financial and human resources reports.
• Serve on departmental and organizational committees.
• Develop and implement procedures for office supply inventory and equipment maintenance.
• Cook up and oversee annual equipment inventory activities with the Controller’s Office.
• Manage office supplies and administrative resources.
• Administer facilities, space logistics, and equipment needs.
• Serve as liaison with central IT and maintain information technology equipment inventory.
• Serve as Access Administrator and Door Authorizer for the School of Pharmacy Dean’s Office.
• Serve as Space Coordinator, managing shared facilities and space logistics.
• Cook up and oversee facility renovations and maintenance with Facilities Management.
• Act as departmental safety coordinator.
• Aid with fundraising-related activities as needed.
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree in a related field and/or equivalent experience or training.
• Minimum of three years of related experience.
• Thorough knowledge of University rules, regulations, processes, protocols, and procedures related to budget, accounting, fund management, and/or personnel management.
• Strong interpersonal, verbal, and written communication skills, including active listening, critical thinking, advising, and counseling.
• Solid knowledge of common University-specific computer applications.
• Ability to use discretion and maintain confidentiality.
• Strong planning, analytical, problem-solving, and customer service skills.

Preferred Qualifications

• Thorough knowledge of financial analysis and reporting techniques and/or human resources policies and procedures for staff and academic employees.
• Experience assisting with program planning and collaborating with program or project staff.
• Project management experience, including developing project plans with defined goals, deliverables, resources, budgets, and timelines for projects of moderate scope and complexity.