The Administrative Officer will work under the supervision of the Neurodegenerative Disease Brain Bank Administrative Manager and the Principal Investigator, Dr. William Seeley. The ability to handle multiple responsibilities in an environment of shifting priorities requires flexibility, tact, and confidentiality.
The duties of this position include: direct management of complex and shifting calendar and event activities; coordinating, researching and organizing meeting logistics; establishing and overseeing systems and processes to manage communications, and correspondence according to UC policy; providing responsive and professional customer service; and working as part of a team to complete other duties as required to support the efficient running of the department.
The Edward and Pearl Fein Memory and Aging Center (MAC) is an internationally renowned clinical research center with a diverse workforce of over 260 full-time employees with offices and clinical research space located in the Sandler Neurosciences Building and multiple other buildings on the UCSF Mission Bay Campus. The Fein MAC provides clinical care for patients suffering from neurodegenerative disease processes; from this clinical population, external referrals, and direct recruitment efforts we enroll patients into more than 50 structured research protocols and/or treatment trials.
We are a California Alzheimer’s Research Center and a federal Alzheimer’s Disease Research Center. The Fein MAC is the largest division within the Department of Neurology. The Department of Neurology is a teaching, research, and clinical care unit within the School of Medicine (SOM).
The Department of Neurology is a large, multi-site department, with locations including Mission Bay, Parnassus, Mt. Zion, ZSFG, VAMC, and the Gladstone Institutes, and is affiliated with the UCSF Weill Institute for Neurosciences. The department comprises 14 administrative divisions and 11 clinical specialties.
The department has over 230 faculty and academic employees, 290 staff positions, and 170 trainees, including residents, clinical fellows, and postdoctoral scholars. Our department’s mission includes delivering the most exceptional clinical care to our patients, leading transformative cutting-edge research, and training the leaders of tomorrow in both neurology and neuroscience. Our department’s faculty, trainees, and staff work at a University and in a community that values and embraces diversity and strives to make an impact worldwide through our global and public health efforts.
Responsibilities % of time Essential Function (Yes/No ) Key Responsibilities (To be completed by Supervisor) 40 Oversees and ensures the daily administrative operations run smoothly for the executive's office. Primary Duties (includes but is not limited to the following): Arrange meetings with confidentiality, tact, and discretion and be able to independently prioritize accordingly. These include internal and external participants of the university.
Manage PI’s time, schedule, and attention to important issues, appointments and correspondence. Organize, prepare, and provide all relevant background and informational material for meetings attended by the PI. Organize and arrange for catering, room reservations, audio/visual/remote technologies, and any other needs or requests for meetings and events.
Coordinate travel and conference logistics, with corresponding expense reimbursement requests Briefs PI on deadlines and the status of pending issues Use independent judgment and decision-making to accomplish general objectives that require sensitivity and thorough knowledge of operational policies, systems and procedures. Prepares confidential reports for senior staff, systemwide and other officials. Implements related business processes Proactively huddles with PI on a regular basis to confirm priorities, capture deliverables, and organize scheduling Maintain executive memberships, subscriptions and professional affiliations Proficient with UCOP and UCSF policies and guidelines: travel, gifts, meetings and entertainment, etc.
Proficient with UCSF business systems of the organization: BearBuy, MyExpense, Trello, Microsoft Suite, Connexus, and others as applicable 40 Administrative Coordination: Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Arrange all staff and committee meetings, including agenda coordination and communication.
Prepare documents for signature. Compose, prepare and distribute communications and other documents utilizing appropriate proofreading and editing skills. Develop and maintain filing system or electronic archive for ease of retrieval and research.
Oversee the flow of written correspondence to and from the PI as needed. May include review of incoming mail, prioritize, annotate, and file and retrieve as necessary. Attend meetings to record minutes as required.
Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the PI. Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy. Identify all licenses or certifications required by law or UCSF Medical Center policies to perform the duties, i.e., a California Registered Nurse License (RN), California Nurse Practitioner License (NP), or a California driver’s license (CDL). 20 Customer Service and Team Work: Solution oriented and ability to collaborate with internal and external groups to provide information and support to the organization Responds to inquiries from faculty, staff, students and the public on behalf of the PI.
Maintain reports and files of approved documents with an understanding of records management strategies May provide operational support for the following: maintenance and organization of supplies, courier services, procurement, and invoicing. Participates in and organizes events Triage and disseminate incoming communications for appropriate handling; this often requires analytical skills to route urgent confidential expeditiously to the appropriate source with follow-thru and success. 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%.) Required
Bachelor's degree in a related area and 1+ years relevant experience and/or equivalent experience/training. Advanced ability with Microsoft Word, Excel, PowerPoint, and Windows. Excellent verbal and written communications and presentation skills; excellent organizational skills; and excellent interpersonal skills to work effectively in a diverse team.
Demonstrated proficiency with medical terminology. Experience working with patients or study subjects.
Full time · Day shift