Administrative Officer 2

% 

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%.)