Job Description

Employment Duration: 6 months (w/ potential for extension)

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

Seeking experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.

The HR Transactions Coordinator provides essential administrative support for departmental employee-related actions and changes. Using university systems, this role works with people managers and stakeholders, gathers materials, submits HR transactions, tracks submissions, and solves problems related to workflows, data discrepancies, and system errors. This role manages transactions such as recruitments, reclassifications, renewals/extensions, salary reviews, supervisor changes, department transfers, terminations, and other actions related to a department member’s employment cycle at UCSF. The HR Transactions Coordinator applies departmental and institutional policies to accomplish multiple projects of mild to moderate complexity, streamlines workflows, maintains documentation, and facilitates communication across teams. Working directly with the Neurology People Team, this position requires a proactive, organized, and detail-oriented professional who can balance multiple priorities and ensure the smooth execution of ongoing and new procedures.

The Department of Neurology at the University of California, San Francisco (UCSF) is a large, multi-site academic department within the School of Medicine, with a mission that spans clinical care, research, and education. We are proud to be affiliated with the UCSF Weill Institute for Neurosciences and to provide neurologic care and conduct research across numerous sites in San Francisco—including Mission Bay, Parnassus, Zuckerberg San Francisco General (ZSFG), China Basin, the San Francisco VA Medical Center (SFVAMC), and the Gladstone Institutes—as well as in the Greater Bay Area through UCSF Benioff Children’s Hospital Oakland and satellite clinics in San Mateo, Marin County, and beyond.

• Manage all aspects of a department member’s employment cycle, primarily for the staff population but may include academics
• Consult and liaise with UCSF HR and UCSF Academic Personnel to uphold university policies and procedures
• Maintain advanced knowledge of university and departmental policies and procedures to ensure compliance
• Standardize processes in the department when processing HR transactions using university systems such as Oracle, PCMA, and MyAffiliate
• Serve as a high-level point of contact for sensitive internal and external matters, exercising discretion and diplomacy
• Brief leadership on due dates, pending issues, and key updates
• Pre-qualify/review materials for leadership’s signature
• Perform initial analysis to identify relevant concerns, factors, patterns, tendencies, and relationships of data. Decisions made are in accordance with established policies, practice, and guidelines
• Provide back up support for the HR Navigator as needed

• Plan and execute process improvement for employee-related actions

• Research and find innovative and cost-effective methods to resolve concerns related to daily operations
• Partner with colleagues on department-wide intiatives, special projects, and strategic projects as delegated
• Monitor departmental performance metrics and recommend process improvements
• Prepare reports and presentations for leadership

Required Qualifications

• Bachelor's degree in related area and 3+ years of related work experience; and / or equivalent experience / training.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management
• Knowledge of human resources principles and administrative operations
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills
• Solid knowledge of common University-specific computer application programs
• Strong skills in short-term planning, analysis, problem-solving, and customer service
• Strong ability to balance the needs of multiple stakeholders and pivot between multiple tasks

• Ability to meet deadlines and follow through on assigned duties in an independent manner

• Ability to use high-level discretion and maintain a high level of confidentiality
• Solid skills in problem identification
• Ability to work well under pressure
• Ability to work well with others and as part of a team
• Adept with technology and quick learner of new technology
  

Preferred Qualifications

• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Experience working in higher education, academic medicine, or healthcare
• Experience with Oracle, MyTime, or other UCSF enterprise systems