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Administrative Officer

Company: University of California - San Francisco
Location: San Francisco
Posted on: February 9, 2024

Job Description:

Administrative Officer

SVC Imm Office

Full Time


Job Summary

The Administrative Officer is a seasoned and experienced administrative and project management professional responsible for planning and managing administrative functions and operations within the Senior Vice Chancellor Office (SVCO) and supporting the smooth running of the nine central departments in Financial and Administrative Services (FAS). The incumbent provides direct administrative, project and program support to SVCO and FAS department teammates performing a full range of functions that are significantly complex, broad in scope, and highly critical and sensitive in nature. Functions include but are not limited to human resources (talent acquisition, new leader onboarding, personnel management, and recognition programs), IT, facilities, space management, budget/financial management, purchasing, vendor contracts and invoice management, department- and organization-wide communications, policy, compliance, and controls.

The individual will assist the team with administration, analysis, reporting, goal tracking, purchasing, event planning, scheduling, website updates, communications, coordination of organization-wide programs and processes, problem- solving and other duties as assigned to support Senior Vice Chancellor priorities.

We seek someone with a continuous learning orientation and technical acumen who thrives on new challenges, learning new systems and tools, and finding opportunities to make processes more efficient and effective. This is a complex, demanding position in a fast-paced environment that works closely with SVCO teammates while also functioning with a high degree of autonomy and organization to meet deadlines and advance initiatives. The individual will be responsive, have a positive service orientation, a high-level attention to detail, and be able to prioritize work according to urgency and allocate time accordingly. Must demonstrate analytic ability and exercise good judgment in selecting methodology, techniques, and evaluation criteria for obtaining solutions and completing deliverables by deadlines. Problem-solving frequently requires analysis of data and unique issues without precedent and/or structure. Works collaboratively with department leadership, team members, and various organizational staff and faculty.

The position reports to the Executive Director of Strategy and Administration. It will work closely to support all roles in the SVCO, including directors of communication and engagement, diversity and inclusion, administration and policies and special projects.

Represents the Senior Vice Chancellor and FAS leaders in professional interactions and collaboration with all levels of internal and external faculty, staff, management, and leadership. This position will allow a combination of on-site and off-site work as needed to meet SVC priorities.The final salary and offer components are subject to additional approvals based on UC policy.To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search ( note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.To learn more about the benefits of working at UCSF, including total compensation, please visit:

Department Description

The Senior Vice Chancellor's Office (SVCO) is the control point overseeing the accountability and effective management of Financial and Administrative Services (FAS). The SVCO partners with the Finance Service Center and FAS departments to ensure resources and attention are aligned with UCSF's strategic priorities while safeguarding University assets and public trust.

The FAS portfolio is comprised of nine primary central departments and more than 2,500 employees serving both Health and Campus, including UCSF Finance, UCSF Real Estate, Campus Life Services, UCSF Human Resources, UCSF Information Technology, UCSF Police Department, UCSF Program Management, Office and Audit, Advisory Services and Enterprise Emergency Management.

UCSF is dedicated to building a highly diverse community, nurturing a culture that is welcoming and supportive. The Senior Vice Chancellor Office seeks team members whose experiences have prepared them to contribute to and enhance the university's values for diversity, equity, and inclusion and are guided by UCSF's PRIDE values -Professionalism, Respect, Integrity, Diversity, and Excellence - that define who we are as a community, and how we work, learn, and interact to fulfill UCSF's mission.

Required Qualifications

  • Bachelor's degree in a related area and/or equivalent experience/training.
  • Minimum 5 years' experience in progressively responsible administrative support.
  • Advanced skills in short- and long-term planning, analysis, problem-solving, and customer service.
  • Advanced knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
  • Small to mid-level project management skills
  • Analytical skills to effectively manage the complexities to an increased office workflow. The candidate must be able to work independently, exercise their own judgement to resolve administrative operational issues, and execute special projects assigned to them.
  • Advanced knowledge of University rules and regulations, processes, protocols, and procedures for budget, purchasing, reimbursement, space, facilities, IT , and/or personnel management.
  • Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
  • Advanced knowledge of a variety of administrative, operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and personnel regulations and guidelines.
  • Advanced knowledge of common University-specific computer application programs.
  • Ability to use discretion and maintain confidentiality.
  • Ability to quickly learn and apply new technology and workflow tools to streamline processes and summarize data, e.g., Smartsheet, Qualtrics, Microsoft Office applications (especially Excel), cloud applications, Teams, etc

    Preferred Qualifications

    • Lean methods and A3 thinking

      About UCSF

      The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

      Pride Values

      UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

      In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at

      Join us to find a rewarding career contributing to improving healthcare worldwide.

      Equal Employment Opportunity

      The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.



      Job Code and Payroll Title

      007378 ADMIN OFCR 4

      Job Category

      Administrative Support

      Bargaining Unit

      99 - Policy-Covered (No Bargaining Unit)

      Employee Class





      Flexible (combination of onsite and remote work), Minnesota Street (SF), Various Work Sites



      Shift Length

      8 Hours

      Additional Shift Details

      M-F 8am-5pm

Keywords: University of California - San Francisco, San Francisco , Administrative Officer, Accounting, Auditing , San Francisco, California

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