Details
Posted: 12-Oct-24
Location: San Francisco, California
Type: Full-time
The duration of this temporary role is approximately 1 year.
Reporting to the Vice Dean of Administration and Finance, the Office Administrator is responsible for managing and completing special projects as assigned, events, meetings, providing comprehensive executive, analytic, and staff support to the Vice Dean and the Vice Dean of Admin and Finance and other administrative needs of the School of Pharmacy Dean's Office (SOP-DO)
The Operations Analyst will be assisting the Vice Dean of Administration and Finance on space management, administrative functions, and special projects. The incumbent will ensure space inventory is accurate. He/she will facilitate and oversee the day-to-day operations of the shared facilities and space logistics in the building for SOP-DO. The incumbent will serve as backup to the Dean's Executive Assistant, and will assist the Dean's Office with Gallup Survey, and will manage SOP Wellness program in partnership with the Campus.
This position requires discretion and independent judgment as well as working autonomously when problem solving operational issues that are highly sensitive or complex in nature. He/she will need to possess excellent communication skills, both verbal and written. The candidate must have the ability to work as a reliable and flexible member of a team handling multiple responsibilities in an environment of shifting priorities
Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
Key Responsibilities:
- Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.
- Provides high-level Administrative, operations and staff Support.
- Duties may include:
- Manages the calendars of the Vice Dean and Vice Dean of Administration and Finance, arranging complex calendar appointments, setting up meetings involving leadership entities, and facilitating logistics for meetings/events. Serves as backup to the Dean's Executive Assistant.
- Oversees and manages the planning, coordinating and implementing of SOP-DO Department meetings. Prepares agendas and minutes.
- Maintains and enhances the Dean's Employee Database.
- Manage SOP employee Wellness programs in partnership with the Campus Wellness group; staff committee that meets monthly to organize staff wellness activities; organize lectures by faculty, and off-campus volunteer events
- Organizes ad hoc committees appointed by the executive on a broad range of issues:
- Plan and execute retirement celebrations, holiday gatherings and other events for Dean's Office leadership, coordinate travel for Commencement VIP guests.
- Manages and prepare letters for over 400 Apple Teaching Awards
- Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and / or contracts and grants.
- Manages special projects such as the Dean's Office Town Halls, Full Faculty Meetings, Apple Teaching Awards, Mary Anne Kodal Kimble Innovaton Seed Awards, and other special projects that come up due to the nature of the Dean's Office
- Assists in all Procurement functions. Drafts and executes purchase orders, utilizing standard terms and conditions for materials, supplies, equipment, and services. Reviews requisitions, including specifications and terms and conditions. Interprets and applies University policies and procedures.
- Coordinates and participates in a variety of human resources activities including employment, training, classification, and ensuring the completion of forms and documents related to HR and Payroll for unit / department. Gathers, analyzes, prepares and summarizes financial and HR reports.
- Serves on committees, representing department / unit.
- Develops and implements procedures for supply inventory and to keep equipment in good working condition.
- Interfaces with the Controller's Office in conducting annual equipment inventory
- Manages office stocking of office supplies and other administrative tools.
- Administers facilities and space logistics and manages equipment needs.
- Serves as technical liason with central IT and maintains an inventory of information technology equipment and reccomends hardware and software configuration and equipment refresh rates.
- Serves as Access Admiinstrator and Door Authorizer for the SOP Dean's Office, responsible to receive, review and act on the requests for acess to the spaces under the SOP-DO.
- Serves as Space Coordinator for SOP-DO, managing the daily operations of the shared facilities and space logistics in the building for SOP-DO
- Coordinates facility renovations and works with Facilities Management on maintenance of SOP space.
- Acts as safety coordinator.
- May assist with fundraising related duties.
- Perform other duties as needed
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 (https://tcs.ucop.edu/non-academic-titles)
Please 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: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
