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Administrative Officer
Job Summary The Administrative Officer uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a non-academic department with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
The Administrative Officer is a position that provides a diverse grouping of administrative support for CLS managers and staff, including support activities in finance and familiarity with My Reports and UCPath, Human resources familiarity with UC System. The Administrative Officer will also assume responsibility for a broad range of project both short-long term planning for the organization, demonstrates good judgment in selecting methods and techniques for obtaining solutions on behalf of the department,
The Administrative Officer works with all levels of the organization, from the CLS executive team to departments leaders to part-time staff. Responsibilities include creating Smartsheet dashboards to monitor workflow and process. Responsible for MyReports analysis and distribution
Ensures that all purchases, invoices, and vendor contracts follow UCSF policies and procedures from initiation through tracking and approval. Manages office equipment, supplies, and major equipment purchases.
The incumbent will assist in the creation and dissemination of written Standard Operating Procedure materials related to good practice management for supervisors and managers as well as new hire orientation are key responsibilities as well as general operations in the realm of accounts payable and accounts receivable.
***NOTE: This position is four days onsite at Mission Bay, with occasional travel to other campus locations. The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement. The salary range for this position is $86,500 - $129,700 (Annual Rate). To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html Department Description Campus Life Services is a large administrative division that employs approximately 800+ staff (full-and-part time) and includes complex departments, such as Facilities, Utilities, Office of Sustainability, Housing, Transportation, Family Services, Fitness & Recreation, Conference & Event Services, Community Events, Retail, Documents & Media, and several internal units such as CLS Central Administration, CLS Marketing & Communications, and CLS Development & Training. More information is available on the CLS website: https://campuslifeservices.ucsf.edu/cls/
This position is part of the Central Administration unit and reports to the Chief Operating Officer. The Central Administration unit provides centralized administrative services to the smaller CLS department to collectively leverage resources, optimize efforts and expertise, and help ensure that all departments across CLS operate on a consistent basis, with adequate administrative support and at the highest standards.
This is an exciting time for CLS, as the CLS team needs "all hands-on deck" to ensure the UCSF community has all the services it needs as the University continues its expansion and is also responsible for the enhanced onsite presence.
Campus Life Services inspires growth and health on the UCSF campus through fitness, community, and play. The Administrative Officer is an integral part of the CLS team and provides excellent customer service to department managers and staff in administrative support needs. Required Qualifications
- Bachelor's degree in related area and 3-5 years relevant experience and / or equivalent experience / training.
- Solid knowledge of common University-specific computer application programs.
- Strong skills in short-term planning, analysis, problem-solving, and customer service.
- Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
- Knowledge of a variety of administrative operational activities such as risk management planning, accounting and payroll
- Ability to work independently and as a team member.
- Ability to prioritize and accomplish multiple tasks with deadlines in a customer service setting under minimal supervision.
- Solid organizational skills and ability to multi-task with demanding timeframes.
- Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
- Ability to use discretion and maintain confidentiality.
Preferred Qualifications
- 2-4 years customer service or operations experience.
- Working knowledge of department specific software, such as CSI, FileMaker, When to Work.
- Knowledge of UC systemwide regulations and guidelines.
- Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
About UCSF The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells. Pride Values UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.
In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu
Join us to find a rewarding career contributing to improving healthcare worldwide. Equal Employment Opportunity The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Job Code and Payroll Title 007377 ADMIN OFCR 3 Job Category Administrative Support, Professional (Non-Clinical) Bargaining Unit 99 - Policy-Covered (No Bargaining Unit) Location San Francisco, CA Additional Shift Details Monday - Friday; 8:00 AM - 5:00 PM |
University of California - San Francisco
Feb 14, 2025