Administrative Officer - Radiology

The Administrative Officer uses professional concepts to apply organizational policies and procedures to oversee a variety of ongoing administrative operational issues. 

The Administrative Officer is assigned projects and expected to manage the entire problem-solving process, which includes:  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 scope of administrative and analytical support to multiple Radiology research and clinical faculty at the China Basin Campus to ensure smooth functioning of the administrative activities. The incumbent will also work closely with laboratory and administrative staff on a variety of tasks and projects. 

The incumbent will be expected to maintain and utilize several online systems/databases (i.e., Smartsheet,  MyExpense, BearBuy, and Advance), be proficient in computer and internet research skills, as well as 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 hold roles in 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 China Basin and research support staff at the Mission Bay, will participate in team activities and may collaborate on projects and tasks with other administrative staff. The position will be primarily located at the China Basin Campus within the Department of Radiology.

% 

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

45%

Administers a defined operational program or activities which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety.

Participates 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.

Administrative Support

• Provide oversight of office operations and high-level administrative support to the Research and Clinical Faculty, and Site Director at the China Basin Campus.
• Point of contact for all administrative office requests and concierge for the suite 
• Supports Access and access systems at China Basin Site   
• 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. 
• Scheduling support for research cores, schedules in Outlook, APEX and iLab
• Supports Space Management efforts; collects user data and reports to supervisor.
• Supports Capital Assets reporting, tracks site equipment greater $5K and reports to supervisor.

35%

Financial Management:

Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc.

• Oversee grant proposal submissions, IRB submissions, providing support for pre-award grants administration, financial reports, account reconciliation, and budget administration

Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.

• Manage and monitor finances of assigned funding accounts and initiate and/or supervise all necessary accounting transactions to maintain account integrity; meet regularly with Principal Investigators, discuss, and handle various financial issues
• Reconcile monthly purchases for assigned research faculty and clinical section
• Analyze and solve match exception problems within Bearbuy orders. 
• Establish purchasing logs for faculty, keeping monthly expenses within grant budgets. 
• Works with post award to ensure that expenses and scans are being charged appropriately. 
• Cash Handler for the China Basin site, manages, tracks, reports and reconciles cash and expenses.

10%

Research:

Develops and maintains budgets.

• Provide Pre-award support by helping on the generation of budgets, provide information to Co-Investigators and coordinate with Research Management Services and other Analysts as needed.
• Act as liaison with Research Administration Services to facilitate the submission of grant submissions including large collaborative grants.
• Comprehend and understand the research administration management system to resolve any pre-and post-award issues related to sponsored projects and governmental grants.
• Schedule research meetings in the section.
• Review and edit manuscript submissions.
• Provide CV and signature collections for research projects.
• Maintain CV/bio sketches for faculty members, keeping current publications, awards/honors, invited talks etc.
• Develop and prepare documentation for contract and grants that involve investigators in multiple departments and many different research units. This involves compiling and analyzing the data necessary for new proposals and progress reports for existing projects.
• Provide analysis on the establishment of subcontracts for collaborators in other institutions, which may include preparation and assembly of documents; forward to the service center and business office for approval.

5%

Events:

• 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%

Other Duties:

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

100%

Required Qualifications:

• One year administrative or operations analysis experience

• 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:

• 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