Job Summary The Operations Specialist provides administrative and operational support to the Undergraduate Medical Education Department, which includes having responsibility as first point of contact for visitors and learners. The incumbent is essential to daily operations and must be able to triage and pivot, multi-task, focus on priorities or other urgent needs, and anticipate long-term needs by working with every member of the team to understand their respective work habits, flow and culture. The incumbent will be in regular contact with the Assistant Dean of UME including calendaring and appointment scheduling. The incumbent’s duties involve both administrative support and independent coordination of projects. In addition to the Dean, the incumbent will provide administrative support to the department leaders including 1 department manager, 1 supervisor and support to Director of PRIME. The AO2 will hold a key position on the UME team and will ensure all front office operations and administrative processes run smoothly. This person will demonstrate professionalism, efficiency, good judgement, and a collaborative attitude. Operations Specialist will carry out duties associated with leadership support as well as project coordination for student scholarship program, department website maintenance, Undergraduate Medical Education Committee including meeting prep and annual roster changes, website maintenance for UME, student orientation support, drafting communications and photo journals, processing mail and documents delivered to the department, manage complex calendars, perform accounts payable and receivable functions and low value purchase orders, requisitions and payment requests. Serve as the point of contact for safety program, new employee onboarding including workspace prep and department policies and procedures development and maintenance. Department Overview UCSF Fresno is a regional campus of the UCSF School of Medicine’s located in California’s central valley and the Department of Undergraduate Medical Education is the administrative unit that oversees all health professions education programs (medical and allied health) for the regional campus. UME provides services for 100 or more third year students from UCSF as well as 300 or more visiting 4th year medical students for clerkship rotations. UCSF Fresno has several accredited Residency & Fellowship programs under the auspices of Graduate Medical Education. The UCSF Fresno UME Office is responsible student experience and assessment, evaluation and curriculum components in Fresno and for implementation of all strategic directives for medical education at the Fresno campus and for ensuring that those who serve student learners are actively engaged in the highest quality learning and teaching environment with a strong commitment to UCSF’s PRIDE values. The UME Department currently has a staff of 11 to provide a full range of services and support to all learners.
% of time Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
40%
Operational Responsibilities for Undergraduate Medical Education Department
- Provide ongoing support to leadership, student experience team and assessment, curriculum and evaluations team to assist with carrying out initiatives and objectives of the program.
- Coordinate day-to-day operations of the UME office as first point of contact for visitors. Serve as a member of the UME Operations Team with manager and supervisor and other leaders as needed to establish ongoing operations and address needs of the unit. Regularly engage with staff to determine needs including supplies, resources and room logistics. Coordinate new employee onboarding including space preparation, maintain annual holiday calendars and staff office schedules.
- Assist with annual budget planning by maintaining a repositor of expense projections and prepare annual projections lists from staff to leadership to utilize in annual budget review.
- Gather and distribute correspondence, mail and incoming materials
- Copy, file and maintain UME materials for meetings
- Provide logistical support for various UME meetings, events and activities and schedule
- Order catering and assist with room set up for meetings.
- Order office supplies and distribute as needed for all leadership and staff. Also order supplies and materials used by medical students
- Provide financial support using Bear Buy and My Expense to process payments to vendors and independent contractors. Scan and process invoices using the Bear Buy. Process expenses for deans and management as needed. Complete reimbursements.
- Maintain program communication resources including the program website and all materials as well as the department Wiki pages and update as needed. Regularly review and update expired materials. Maintain staff emergency contact list and update accordingly.
- Demonstrate UCSF PRIDE values in all work and represent the department with professionalism, respect, and excellence.
20% YAdministrative Responsibilities for Leadership Team Support
- Provide administrative support to Assistant Dean, one program manager, one supervisor II and support to the Director of PRIME by arranging meetings, calendaring and appointments.
- Coordinate and arrange travel and reimbursement requests such as mileage or other expenses associated with travel. Manage calendars, draft correspondence and schedule student/faculty or community events as directed.
- Serve as recording administrator for the Undergraduate Medical Education Committee including schedule, arrange and invite attendees, attend and record minutes of the meeting and prepare final documents and presentations as requested by leadership. Work closely with visiting, enrollment and curriculum staff to generate evaluation reports. Oversee annual roster changes and update membership accordingly.[KJ1] Work closely with department peers to select new members and draft appointment correspondence.
- Assist with meeting packet preparation and making virtual copies for UMEC.
- Update & maintain online materials for UMEC.
30% YAdministrative Responsibility for Student Experience
- Coordinate student finances including but not limited to small value purchase orders or requisitions, student travel requests for clinical or conference-related activities, student stipend processing, my expense reimbursements, travel advance, reconciliation, and occasional travel arrangements. Work closely with the Student Services Advisor on registered campus organization financial needs.[KJ2]
- Prepare for transition of students by coordinating incoming orientations and materials and by coordinating outgoing and check-out process
- Assist with student schedules for electives by answering inquiries and helping to facilitate documentation.
- Gather and disseminate student mail to the student’s lounge and appropriately notify of packages or deliveries.
- Assist Visiting Student Specialist with coordination of student orientations weekly for incoming medical students or as often as needed based on student arrival dates. Ensure that all students have ID access badges prepared by Teaching Hospitals and Clinics and that all students have appropriate clearances. Review and revise orientation materials as needed or as new information becomes available. Ensure that students complete course evaluations at the conclusion of their rotation. Ensure that students return all items that were assigned to them including: ID badges and pagers and update student files accordingly. Collect fees for missing or lost items.
- Coordinate grant/student stipend program.. Maintain database of all scholarships and grants and prepare annually for new funding. Communicate with students regarding grant process and payment of fees. Prepare annual report to share with leadership on number and amounts of scholarships including information about the recipients.[KJ3]
10%
- Other duties as assigned. Attend UME staff meetings and anchor days as requested. Provide general office coverage during the absence of other administrative staff.
- Other tasks 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
- Bachelor’s degree in related area and minimum one year of experience or equivalent combination of experience/training
- Demonstrated success with databases, spreadsheets and word processing software such as Microsoft Office Suite, Zoom/Teams, Outlook, Excel and Power Point
- Basic knowledge of relevant health education policies and regulatory requirements. Basic knowledge of health professions education industry.
- Familiarity with University processes, policies and protocols or the ability to research and quickly integrate them into workflow
- Independent thinking and problem solving; ability to professionally represent the program
- Excellent verbal, interpersonal, organizational and communication skills. Must be able to speak effectively within a group setting and communicate with all levels of staff and leadership
- Demonstrated ability to develop working relationship within department and with learners.
- Above average ability to prioritize and manage multiple tasks with demanding timeframes
- Excellent analytical and problem-solving skills with ability to produce detail oriented and accurate documents and reports. Demonstrated attention to detail and accuracy.
- Demonstrated ability to maintain confidentiality
- Fingerprinting and background check
- Ability to carry/list and push/pull 15 to 20 pounds
Preferred Qualifications
- Prior experience as an Executive Assistant providing executive and administrative support to senior management/executives requiring discretion and judgment in daily activities
- Previous experience in a health care, academic or medical education environment