Administrative Officer

Temporary Employment Program

Temporary Employment

77191BR

Job Summary

The Administrative Support Coordinator plays a crucial role in providing comprehensive administrative support to the Rheumatology division faculty and staff. This includes managing purchases, processing invoices, coordinating events and meetings, overseeing faculty scheduling, managing medical staff privileges, coordinating Continuing Medical Education (CME), processing reimbursements, and assisting with human resources-related tasks.

Job Duties:

• Provide day-to-day administrative support for Rheumatology faculty and staff.
  • Process purchases for the division using BearBuy.
  • Review and submit vendor invoices for payment.
  • Support and schedule events and meetings.
  • Arrange meeting rooms and refreshments as needed.
  • Arrange accommodations and travel for external guests.
  • Manage scheduling for faculty and occasional faculty recruitments.
  • Oversee distribution and collection of Physician Time Study Reports as required.
  • Provide general administrative support to the core administrative team as needed.
• Initiate and oversee the processing of new clinical faculty applications for Medical Staff Privileges and ensure existing faculty privileges are maintained.
• Oversee Continuing Medical Education (CME) accreditation for Rheumatology Grand Rounds and Clinical Case Conferences, including submission of credit requests and progress reports, and coordination of CME activities.
• Process reimbursement for employee travel, relocation, meeting and entertainment expenses, and miscellaneous expenses in the MyExpense system.
• Coordinate with Clinical Chief and Division Faculty members to schedule and manage inpatient and outpatient clinic attending schedules throughout the year.
• Serve as the lead point person for HR-related matters in Rheumatology, including facilitating the hiring process for new staff employees, submitting PeopleConnect tickets, and assisting with negotiation of offer letters.
• Work with HR, ISSO (visa office), and new employees to finalize initial appointments for Visiting Scholars, Volunteer Clinical Faculty, and Postdoctoral Scholars, including offer letters and visa documentation.

The hourly compensation range for this role is $29.05 – $53.50. An offer will take into consideration the experience of the final candidate, position requirements, 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

Department Description

UCSF’s Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Required Qualifications

• Bachelor’s degree in related area and one or more years of relevant experience and / or equivalent experience / training.
• Working knowledge of common organization-specific and other computer application programs like Microsoft Office including Outlook, Excel, Teams, Word, Powerpoint. Also Doodle and other meeting time finding applications.
• Knowledge (or ability to learn quickly) UCSF operations including MyExpense, Connexus, UCSF Advance, My Reports, PeopleSoft, PeopleConnect and Bear Buy.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Ability to use discretion and maintain all confidentiality.
• Ability to use sound judgment in responding to issues and concerns.
• Ability to work independently.
• Ability to multi-task and prioritize tasks.
• Professionalism—able to maintain the utmost professionalism in all situations and work effectively with stakeholders who range from community partners to university leadership to donors.

Preferred Qualifications

• 2 years work experience in a related field
• Knowledge of public health topics
• Knowledge of key UCSF software such as listed above

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 diversity.ucsf.edu

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

004263 ADMIN OFCR 2 CX

Job Category

Administrative Support, Clinical Systems / IT Professionals, Professional (Non-Clinical), Support Services, Temporary Employment

Bargaining Unit

Teamsters Local 2010 – Clerical and Allied Services Unit (CX)

Employee Class

Temporary Employment

Appointment End Date

16-Aug-2024