Job Description

The Administrative Officer II reports to the Administrative Supervisor of the section, acts as a shared resource, and is responsible for activities that support the section's operation and patient care services. This position provides analytical and administrative support to the operational and medical teams, including the performance of detailed technical work related to data entry/collection and analysis, development of reports needed for operational management and regulatory compliance, consolidation/ summarization of information, and making recommendations for process improvement.

%

of time

Essential Function (Yes/No)

Key Responsibilities

50Yes

Provides daily operational and financial support for the Clinical Laboratory Client Services and Outreach programs. Serves as the primary lead for vendor invoice processing, blood product invoices, and accruals, and related financial workflows to ensure timely and accurate payment of laboratory expenses.

1. Develop reporting tools and perform analysis for various routine and special projects on a monthly, quarterly, or ad hoc basis, identify trends and concerns, and make recommendations for process improvement.
2. Processes and reconciles vendor invoices, coordinates vendor invoice follow-up, distributes invoice attachment emails to assigned staff, maintains invoice tracking records, and prepares monthly blood product accruals and invoice processing documentation as needed.
3. Work with the supervisor to compile data for productivity, errors, or delays in daily operations with documented corrective actions and monitoring of improvement.
4. Serves as lead for financial function and processes of the Clinical Lab related to invoices for payment by Accounts Payable. Works closely with the Administrative Supervisor and collaborates with Accounts Payable, Procurement, and Vendors, to reconcile any Clinical Lab invoice-related issues.
5. Serves as a liaison between Clinical Laboratory departments and internal/external stakeholders to resolve operational and financial issues in a timely manner.
6. Manage document control in the section. Oversees the Procedure and Policy implementation and archive process, whether paper/electronic/file system, or via an electronic document control software system, following guidance/instructions provided.

30Yes

Provides operational support for the Clinical Laboratory Client Services and Outreach programs. Serves as the primary owner of the Client Services email inbox, ensuring timely and professional responses to client inquiries and coordination with laboratory staff to facilitate issue resolution.

1. Coordinates and maintains assigned Beaker operational worklists, including primary responsibility for the Unknown Provider worklist and backup support for the Unknown Submitter worklist.
2. Provides Client Services phone coverage during staff breaks, absences, and periods of increased call volume.
3. Develops operational reports and performs routine and ad hoc analyses to monitor Client Services productivity, workload, service levels, response times, and workflow performance. Identifies trends, recommends process improvements, and assists in implementing operational efficiencies.
4. Works collaboratively with the Administrative Supervisor to support quality improvement initiatives, monitor departmental performance metrics, and evaluate operational processes to improve service delivery and customer satisfaction.

10Yes

Provides operational support for the Clinical Laboratory Outreach program. Works collaboratively with the Outreach Coordinator to support Outreach client intake, institutional account setup, account maintenance, and client follow-up to ensure accurate and timely processing of new and existing Outreach accounts.

1. Serves as a point of contact for Outreach clients by monitoring Outreach e-mails, responding to client inquiries, and coordinating communication with laboratory staff to facilitate issue resolution.
2. Assists with maintaining Outreach account documentation, submitting IT tickets to update client and billing information, and coordinating with Clinical Laboratory Billing and other departments to support accurate account management and resolution of billing-related issues.

10Yes

Administrative Related Tasks

1. Oversee all department supplies and equipment orders, including general lab supplies and office supplies.
2. Assist with conference room bookings, MCC building tickets, and CE Reimbursements.
3. Initiate pre-employment paperwork and request IT/LIS authorizations. Prepare new employee packet and personnel folder. Monitor employee compliance in completion of necessary paperwork and training. Maintain updated employee personnel folders in compliance with HR requirements.
4. Assist with employee onboarding and staff training activities.
5. Performs miscellaneous administrative support, special projects, and other related duties as assigned to support departmental operations and evolving business needs.
6. Perform other duties as assigned.

100%

Required Qualifications:

• This position requires flexibility to orient and work at all UCSF Medical Center locations.
• BA/BS with a major in a related field and 2 years of experience in administrative analysis, operations research, high-level administrative role, or an equivalent combination of education and experience.
• Knowledge of medical terminology, Outreach set up, and Client Services operation.

• Highly proficient with standard Microsoft Office programs, including Outlook, calendar management, Word, and Excel. Ability to run analytical reports and to summarize data.

  Solid working knowledge of Adobe Pro, Visio, and PowerPoint.

• Maintain a high level of accuracy and attention to detail.
• Excellent organization and communication skills, ability to work independently without immediate supervision, and ability to work successfully with others to coordinate and perform multiple projects. Able to successfully manage multiple projects and tasks while juggling multiple deadlines and competing priorities to complete projects within an agreed-upon time frame.
• Excellent interpersonal and customer relations skills, and able to successfully interact with multidisciplinary team members and the public. All communications are conducted in a professional, courteous, and helpful manner. Remain courteous and organized under pressure.
• Prior work experience handling confidential information with discretion and tact, and in compliance with HIPAA requirements.
• Excellent writing and editing skills with overall successful verbal and written communication skills, and accuracy with numbers, statistics, and analysis.
• Ability to exercise professional judgment in handling sensitive and confidential issues with discretion.
• Proven record of reliability and attendance.

Preferred Qualifications:

• Recent experience in a clinical laboratory, preferably in Client Services/Call Center.

• Previous experience in utilizing EMR and LIS systems.

• Previous experience in training personnel in the use of computers/or database systems.

• Previous experience in healthcare, clinical, or research environment preferred.