Administrative Officer - Radiology

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 Officer applies professional concepts to organizational policies and procedures to oversee a variety of ongoing administrative and operational issues. The Administrative Officer is assigned projects and expected to manage the entire problem-solving process, including researching, analyzing information, identifying, and recommending potential solutions of moderate scope. This position requires a high level of professionalism and diplomacy, particularly in dealing with sensitive issues and critical academic activities. The Administrative Officer will provide full administrative and analytical support to multiple Radiology research and clinical faculty across multiple Campus locations to ensure smooth administrative operations. The incumbent will also work closely with faculty and administrative staff on a variety of tasks and projects. The incumbent will maintain and use several online systems/databases (i.e., Smartsheet, MyExpense, BearBuy, and Advance), be proficient in computer and internet research, and have strong financial and spreadsheet skills. The key aspects of this position include interfacing with internal and external contacts from the Department of Radiology Business Office and Post-Award Unit, UCSF Contracts and Grants, UCSF Controller’s Office (Extramural Funding). The incumbent should expect to wear multiple hats and be able to move quickly and seamlessly from day-to-day administrative operational responsibilities such as meeting scheduling, reimbursements, purchasing, monthly reconciliations, and any other administrative support as required. In addition to leadership roles within the department, the research and clinical faculty may also serve on international, national, and University committees and professional societies. The incumbent must understand, evaluate, and determine the needs of these critical roles in order to independently manage the job responsibilities of the position. The incumbent should be highly organized, proactive, and able to work well both independently and in group environments. As the point of contact for all administrative office requests, the incumbent will need to possess excellent verbal/written communication and interpersonal skills, and the ability to work well with all levels of internal management, faculty, staff, outside clients and vendors. Due to the nature of the job, sensitivity to confidential matters is imperative with responsibilities of credentialing, performance evaluations, faculty searches, preparation and review of reports and presentations. The Administrative Officer will work within a team of administrative service staff based at Parnassus, will participate in team activities, and may collaborate on projects and tasks with other administrative staff. The position is primarily based at the Parnassus Campus within the Department of Radiology but may also require work at other locations.

% of time Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

95% Yes

• Administers a clinical affairs operational programs and activities which may include facilities, payroll, space planning, human resources, multiple communications, informational technology and safety.
• Participates and takes lead role in the development and revision of standard operating procedures and guidelines.
• Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies.
• Provide oversight of office operations and high-level administrative support to the Director of Clinical Affairs, the Clinical Affairs Team, Department Vice Chairs, and other Faculty members.
• Point of contact for all administrative office requests and concierge for clinical affairs team.
• Actively engage with high-level coordination and strategic support for faculty and trainees within clinical affairs unit and the reading room support program to optimize workflow and provider productivity.
• Supports Access and access systems for clinical affairs.
• Manage the entire problem-solving process, which includes: researching, analyzing information, identifying, and recommending potential solutions of moderate scope.
• Responsible for coordinating committee meetings. Manage agenda based on timely issues and suggestions from committee members; record and distribute minutes. Discretion and judgment, as well as good analytical skills and a comprehension of departmental and university issues, are required when recording minutes. Associated activity such as room reservations, attendance management and ordering food may also be required.
• Provide oversight of all office operations such as supply purchases, maintains office supply inventory, maintains office equipment (such as copiers, etc.) Interfaces with UCSF service units such as facilities management, computer support, information technology, Enterprise Network Systems, audio-visual classroom support and room reservations, mail services, reprographics and deliveries, reimbursements; prepare correspondences; renewals for membership dues, association fees, licenses, and subscriptions.
• Supports Equipment purchases that includes capital equipment over $5K, navigates and works closely with Supply Change Management team and website to ensure success purchase of equipment.
• Oversee travel arrangements and reimbursements for faculty as well as reimbursements for lab members. Keep up to date on UCSF policy to ensure compliance of reimbursements and purchases.
• Conduct analyses and recommend improvements to administrative functions and procedures.
• Supports Space Management efforts; collects user data and reports to supervisor.
• Supports Capital Assets reporting, tracks site equipment greater $5K and reports to supervisor.
• Manages/coordinate any special events hosted by research faculty or clinical section.
• Work with Live 25 to make sure rooms are reserved for weekly group meetings.
• Cater food, get necessary approvals, and submit reimbursements.

5% Yes

Other Duties:

• Upon request, complete ad hoc tasks and projects driven by the Director of Clinical Affairs, faculty, and the needs of the department and medical center.

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:

• One year working in the capacity of administrative or operations analysis
• Bachelor's Degree in related area; or equivalent experience / training
• Ability to use sound judgment in responding to issues and concerns
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing
• Solid organizational skills and ability to multi-task with demanding timeframes
• Working knowledge of common organization-specific and other computer application programs
• Highly proficient working with MS Word, Excel, Power Point, Photoshop, and Adobe Acrobat is required to execute job responsibilities under very tight deadlines. Includes the proven ability to develop spreadsheets, reports, independently draft correspondence and create PowerPoint presentations
• Ability to use discretion and maintain confidentiality, and use sound judgment in responding to issues and concerns
• Proven ability to function and participate effectively as part of a collaborative team
• Demonstrated ability to work on multiple projects from conception to implementation while maintaininq a hiqhly service oriented demeanor

Preferred Qualifications:

• Two years working in faculty and reading room support functions
• Two years working with Radiant, Visage, and Apex systems
• Knowledge of UCSF Accounting and School of Medicine policies/procedures on travel, meeting and entertainment; expenses, purchasing and vendor payments
• Familiarity with agency and UCSF policies regarding purchasing and reporting, restricted costs and general spending & carry-forward guidelines
• Knowledge of grant proposal preparation and IRB submission