Administrative Officer 3

Temporary Employment Program

Temporary Employment

70306BR

Job Summary

The incumbent will play a vital role in the operations of the Central Development Services Unit.  The position will provide support in strategic planning, business case development, budget development, developing and managing project timelines, external vendor management, project monitoring and reporting, change management, communication, as well as coordination and management of staff efforts for new and on-going Central Development Services projects.

The Administrative Officer III position handles multiple complex projects and coordinates communication on behalf of the Executive Director.  This position interacts with UDAR’s (University of Development & Alumni Relations) Executive team and other campus stake holders and requires a highly motivated individual with outstanding customer service skills.  Supporting the Executive Director’s involvement in strategic initiatives demands flexibility and tact. Note: This position is hybrid – 2 days on-site and 3 days remote.

Key Responsibilities: 

• Coordinating a range of complex and day to day administration, HR, financial, and other duties to support the full range of Central Development Services (CDS) operations.
  • Budget analysis and reconciliation
  • Managing all forms and documents required for purchasing equipment
  • Maintaining technology purchase risk assessment
  • Maintaining licensing renewals and subscripted services used by Central Development teams
  • Proactively preparing materials for meetings, attend meetings, draft and circulate notes and next steps
  • Serve the UDAR staff committees as a Central Development Services representative
• Provide a high level of project and special initiative support for cross functional team projects
• Work with CDS Directors and Senior Directors to define the scope of projects, project timelines, human resources to staff the projects and budget requirements for project implementation.
• Monitor project progress and alert the project manager when/if the project is in jeopardy of missing key deliveries along with analysis of why and how to put the project back on track.
• Drafting communication on project status, maintaining project documentation, meeting coordination.
• Provide administrative support by preparing materials for trainings and other meetings for the Central Development Services team.
• Maintain the Central Development intranet site for all Central Development Service Units
• Other duties as assigned by the AVC, the Executive Director and the Sr. Director

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

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Solid knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Advanced knowledge of MS Access, Word, Excel, Outlook, Project, Visio, Publisher and PowerPoint, Salesforce Affinaquest with proven ability to use tools as an efficient and effective means of preparing and presenting project outcomes is essential
• Proven ability to show leadership in a collaborative environment to meet defined objectives and to communicate intelligently and effectively with various levels of personnel in a large organization.
• Ability to multi-task and successfully implement time management skills, setting priorities to meet deadlines under pressure and with frequent interruptions.
• Highly organized and advanced ability to prioritize projects to meet the demands and deadlines of a fast-paced and dynamic work environment.
• Bachelor’s degree in related area is required to provide the analytical background for issue identification and process and procedure development; or equivalent combination of education, training and work experience from which comparable skills can be acquired.

Preferred Qualifications

• 3-5 years of experience requiring strong analytical, communication and leadership skills in an organization comparable to UCSF in terms of size, complexity, and scope of operation preferred to effectively manage and to understand and respond to the difficult issues and questions that occur in an organization of this type.
• Experience working in a large complex Development or Advancement operation preferable in higher education or a large medical institution.
• Experience working with Constituent Management Systems such as Salesforce Affinaquest
• Experience supporting complex cross functional projects
• Experience working with accounting principles and budget reconciliation
• Master’s degree in Business Administration, Finance or Corporate Management is preferred

License/Certification

• Project Management Certification Preferred
• Accounting Technician Certification Preferred

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

007377 ADMIN OFCR 3

Job Category

Administrative Support, Financial, Human Resources, Professional (Non-Clinical), Support Services, Temporary Employment

Bargaining Unit

99 – Policy-Covered (No Bargaining Unit)

Employee Class

Temporary Employment

Appointment End Date

24-Feb-2023

Location

Hybrid, Oakland, CA

Additional Shift Details

This position is hybrid – 2 days on-site and 3 days remote.