Administrative Officer

This Administrative Officer will provide general administrative support for our overall Team in the UCSF Center for Advancing Dyadic Care in Pediatrics (“CADP”). The Administrative Officer will be joining the CADP Team to support our initiative, which is to expand early childhood, dyadic integrated behavioral health services into Medi-Cal serving pediatric primary care settings across California. The Administrative Officer will perform tasks such as ordering, vendor onboarding, setting up consultant or independent contractor agreements, and general administrative duties (i.e., calendar management, travel arrangements, booking space, task management, coordinating events such as local trainings and state-wide webinars and meetings).

 The CADP is a program of the UCSF at Zuckerberg San Francisco General Hospital’s Division of Integrated Behavioral Health. The Division of Integrated Behavioral Health is part of the ZSFG Department of Psychiatry and Behavioral Sciences. The Division provides behavioral health consultation, triage, assessment, intervention, psychotherapy, linkage, and treatment recommendations to inpatient and outpatient medical clinics at ZSFG. 

CADP’s mission is to promote child and family well-being by working collaboratively with publicly insured pediatric primary care settings to develop sustainable early childhood integrated behavioral health services through technical assistance and training. Our vision is to make family-centered, dyadic behavioral health promotion and prevention a routine and sustainable standard of pediatric health care in early childhood. By destigmatizing behavioral health care and intervening early, we aim to transform the way in which pediatric healthcare is delivered in California and mitigate child health disparities created by systemic inequities. Our areas of focus to support this mission are as follows:

• Primary Care Practice Transformation

• Clinical Service Delivery

• Workforce Capacity Building

• Systems Coordination

• Program Evaluation & Sustainability

%  

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

55

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.

Coordinates scheduling needs  

Provides administrative support for in person and virtual meetings, trainings, conferences and travel needs (i.e., booking space, IT, food)

Provides office change/administrative needs to the Team (i.e., phone lines, facilities/housekeeping inquiries, key assignments)

Provide administrative support to managers for new employee onboarding

10

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

15

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

Support with Vendor/Consultant agreement set up (including invoicing) and management, Risk Management (Certificate of Insurance) and compliance

Support Team with researching new vendors, coordinate with UCSF Vendor Management approval process and liase with Vendor to ensure everyone is processed correctly

Facilitate ordering supplies and shipment

Assist with quotes for equipment 

Reimbursement preparation and processing

5

Develops and maintains budgets.

5

Participates in the development and revision of standard operating procedures and guidelines.

Support with organizational workflow and document edits and maintenance of policy and workflow changes

5

Provides guidance to supervisors and managers in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures.

Triages and facilitiates communication for dyadic care account

5

Other duties 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%.)

Previous experience in healthcare or health insurance environment required (usually 3-5 years)" or "Five to seven years project management experience". This section should include the required educational background, work experience, skills, knowledge and abilities. These qualifications will be included in the job posting and will be used to screen applicants.  Flexibility statement below is required for all Medical Center positions.

• This position requires flexibility to orient and work at Zuckerberg San Francisco Hospital site

• Bachelor's degree in related area and / or equivalent experience / training.

• 1+ years of related experience

• 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.

• Ability to use discretion and maintain confidentiality.

   PREFERRED QUALIFICATION

• 3-5 years of administrative experience