Job Description

Applies organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.

The administrative coordinator will support operational functions under the general guidance of an administrative officer and the direct supervision of a division manager. This position is responsible for directly providing, and for coordinating, a full range of day to day administrative, HR, operational, and financial functions, and other special projects as assigned. The position includes support to our medical directors as well as our clinical faculty, fellows, and staff.

Furthermore, the administrative coordinator will be expected to work onsite, and will assist in special projects/assignments as they arise. Other assignments could include but not limited to coordinating state mandated time studies, managing division’s mail, coordinating various division meetings, purchasing, and reimbursements, and clinical scheduling.

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

35

yes

Faculty Support:

• Calendar Support for Medical Directors
• Process expense reimbursements for clinical faculty, including complex international travel, within timeline set by division manager
• Faculty meeting coordination and setup
• Room Booking
• Travel Acommidations for clinical and research collaborations

45

yes

Division Operations:

Functions as a resource on issues such as escalated customer service problems and vendor concerns. Directs inquiries from division and Department members, appropriately, to the administrative officer, division manager, UCSF centralized unit, etc

Administrative / operational:

• Coordinate and schedule regular (and selected one-off) division meetings which include but not limited to: Tumor Board meeting, Solid Tumor Board meeting, Liver Tumor board meeting, Symposium Meeting, and Monday division’s conference. Coordinate any catering and processing of any subsequent expenses. Work with the faculty to request and finalizing meeting agendas

• Assist with Division Events

• Manage division mail and packages, including assessing current process and proposing / implementing improvements

• Maintain division documents (e.g. division letterhead, contact list, etc.) and create as needed

• Assist the DA with requests to keep the medical center and UCSF website up to date.

• Assist with Managing Division’s Listservs

• Maintains electronic delivery of weekly evaluations from faculty/residents in the MedHub system

• Facilities support for offices needs and maintence

• Conference Room Reservation

• Participate in development or revisions of standard operation procedures and guidelines

• Prepare, maintain, and submit Continuing Education Tumor Board Application Renewals

• Assist with the Clinical Immersive experience (CIEx) for medical students who enroll in the 2-week rotation

Financial:

• Track CME funds for the division

Human resources:

• Support the onboarding processes of faculty, staff, postdocs, visiting scholars, etc.

Purchasing:

• Process orders for supplies and other BearBuy transactions
• Setup vendors in BearBuy, monitor POs, and take appropriate actions to update POs as needed.
• Match Exception Handler

10

yes

Clinic Schedule:

• Submit clinical schedule for the westbay and eastbay in Qgenda/Amion after schedule is created and maintain it throughout the year if there are any changes.
• Update operator services of any changes
• Work with the the faculty on the schedule

10

yesDuties as assigned

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Required Qualifications:

• Demonstrated oustanding analytical, written verbal and communcation skills in previous administrative positions for 3-4 years.
• Bachelor's degree in related area and 1 or more yearsl of related work experience; and / or equivalent experience / training.
• Demonstrated independent organizational and management skills in previous administrative positions for 3-4 years.

• Experience with complex scheduling and calendaring for 2-3 years.

Preferred Qualifications:

• Experience with financial records and systems.
• Familiarity with UCSF systems.
• Experience in a laboratory setting.
• Experience with human resources processes.