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Temporary Employment Program

Temporary Employment

70530BR

Job Summary

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.

Department Description

The Department of Psychiatry is one of the largest departments in the School of Medicine. The Department’s mission is research (basic, translational, clinical), teaching, patient care and public service. The Department has an organizational structure that crosses all major UCSF sites – Parnassus, Mission Bay, SFGH, VAMC, and Laurel Heights. The Department is large and administratively complex. It is the only department at UCSF with a State originated and funded institute—Langley Porter Psychiatric Institute—which in turn has a separately licensed hospital—the Langley Porter Psychiatric Hospital & Clinics. The Department has an annual operating budget of over $130 million, and total staffing of about 800, which includes approximately 200 paid faculty (including VAMC faculty), 25 Emeritus and recall faculty, 30 MSP physicians, 110 residents, fellows and postdoctoral scholars, 450 staff, and 225 volunteer faculty. Over the next five years, the Department of Psychiatry will undergo significant changes, which include at least doubling its clinical services, moving its home and the ambulatory clinics of the LPPHC to a new building and aligning its operational processes to integrate with UCSF Health systems so the Department can adopt the funds flow model.

This position plays a key role in developing, coordinating, managing and executing tasks and projects under the purview of the Vice Chair and Administrative Supervisor. This will require the capacity to deal with diverse constituencies of all ranks, a facility for multitasking and deal with high volumes of work, and a honed sense for problem-solving and project management. The Executive Analyst will be responsible for managing the Vice Chair’s schedule and meetings, ensuring all background briefing materials are assembled, relevant constituencies have given feedback where needed, and any issues of concern are addressed ahead of time with the Vice Chair so that they are well informed. 

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.
• Reporting to the Department of Psychiatry Vice Chair for Child and Adolescant Psychiatry (CAP) and the Administrative Supervisor, the administrative officer conducts and facilitates efforts on behalf and in support of the Vice Chair. This includes general support regarding scheduling, recruitment, meeting planning, travel logistics, etc. and more complex tasks requiring developing, managing, evaluating or implementing plans, policies, activities and systems to support the Vice Chair and facilitate smooth administrative operations in the Department.
• Facilitates and helps coordinate the Department and CAP’s administrative programming efforts – e.g. CAP grand rounds (includes CME reporting), retreats, training sessions, department/unit policy updates, intranet pages, etc. 
• As assigned, duties may include leading special projects, task force/committee planning, policy research and creation, and process/systems development and evaluation.
• Purchasing and Reimbursement: coordinates and submits purchasing and reimbursements through UCSF’s online systems
• Provides administrative support to the CAP Clinical Director of Outpatient Services and to the Medical Director for CAP Outpatient Services at LPPH&C

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum of three years relevant work experience
• Knowledge of a variety of administrative operational activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.        
• Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Strong skills in short term planning, analysis and problem-solving and customer service.          
• Demonstrates excellent skills in Microsoft Office tools such as Outlook, Word, Excel, PowerPoint and Access. Demonstrated ability to perform advanced online searches. Demonstrated ability to learn new computer skills and programs quickly.       
• Demonstrated ability to work and learn new skills effectively and professionally in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, and efficient.
• Demonstrated excellent interpersonal skills. Demonstrated ability to represent PIs to many different constituencies, including university staff, faculty and leadership, funding agencies, other institutions, and government and community-based organizations.          
• Demonstrated excellent writing, editing, and proofreading skills.
• Demonstrated excellent organizational skills and ability to produce detail-oriented and accurate documents, spreadsheets, and reports.   
• Demonstrated excellent customer service skills.
• Demonstrated excellent attendance and reliability.
• Demonstrated ability to understand the appropriate action when interacting with confidential and/or sensitive information. Previous experience with Protected health information (PHI) and a fundamental understanding of Health Insurance Portability and Accountability Act (HIPAA) regarding an administrative and clinical setting. This position will require on-line and possible in person courses for PHI and HIPAA compliance with UCSF standards.           

Preferred Qualifications

• Prior UCSF or UC experience. Basic knowledge of UC policies and procedures for administrative, accounting, and purchasing management; or ability to research University policies (such as procurement and institutional policies and procedures).
• Prior experience in complex research environment involving multiple PIs.
• Broad understanding of UCSF mission, goals, organization, direction, practices, policies, procedures, and website.
• Demonstrated initiative and resourcefulness.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Knowledge of common University-specific computer application programs.

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, Executive, Professional (Non-Clinical), Support Services, Temporary Employment

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Employee Class

Temporary Employment

Appointment End Date

30-Jun-2023