Administrative Specialist

Department of Obstetrics, Gynecology and Reproductive Sciences

Full Time

84376BR

Job Summary

The Administrative Specialist (AS) performs critical accounts payable (AP), accounts receivable (AR), purchasing, equipment inventory, space management, telecommunications, and general administrative functions for the ZSFG Division of the UCSF Department of Obstetrics, Gynecology, and Reproductive Sciences. The AS uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues and analyzes and resolves operational problems of moderate to complex scope.

The AS is responsible for all AP and AR transactions for the division's clinical and education operations at ZSFG, supporting ~20 clinical faculty and senior staff. This individual processes expense reports in MyExpense, manages physician and nurse midwife annual academic allowances, manages petty cash funds, collects cash and credit card payments for services provided to patients of the Women's Options Center, and ensures invoices for goods and services are submitted and paid on time.

The AS also serves as the purchasing coordinator for the division's clinical and education operations at ZSFG. They initiate, manage, and closeout purchase orders and set up vendors in the BearBuy system. The AS orders and manages division office supplies and equipment, maintains the capital equipment inventory, completes the annual Archibus space survey, and serves as the division's expert on file storage and management. They also manage telecommunications at ZSFG including facilitating setup and decommissioning of phone lines.

The AS must ensure compliance with UCSF, ZSFG, San Francisco Department of Health, and payer policies and procedures related to AP, AP, cash management, purchasing, space, file storage, and other areas. They also serve as the division's expert on said policies and procedures and provide information, training, and advice to faculty and staff.

This is a hybrid position that is on-site 3 days per week for duties that require in-person presence such as cash and materials management, administrative support for faculty, and team meetings. Arrangement is subject to change depending on business needs as determined by supervisor.

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

The salary range for this position is $29.05 - $53.50 (Hourly Rate).

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

The Department of Obstetrics, Gynecology, & Reproductive Sciences (ObGyn & RS) is a major academic Department in the School of Medicine (SOM) committed to providing quality health care services; educating health care providers and investigators; and conducting research to advance knowledge in our field. The Department is nationally recognized for research and training in women's health care specialties. This position is based at the Department's Zuckerberg San Francisco General Hospital (ZSFG) Division where the Department has a large teaching, research, and clinical site. Our mission in the ZSFG division is to promote justice, quality, and equity in women's health care. We seek to eliminate barriers to good health for women in San Francisco and around the world. We are committed to integrity, collaboration, innovation, cultivation, and justice, and that means building and supporting a diverse and inclusive workplace. The ZSFG Division of OBGYN&RS is home to over 40 faculty, 10 non-faculty academics, and 120 staff as well as fellows, residents, and other trainees and has a budget of over $70M annually.

Required Qualifications

• Bachelor's degree in any area and / or equivalent experience / training.
• Minimum 1+ years of experience in an operations or administrative role.
• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff and with faculty, staff, and patients of all backgrounds both verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Demonstrated ability to effectively utilize the Microsoft Suite (Word, Excel, Outlook, PowerPoint) and to learn other software programs as needed.
• Ability to use discretion and maintain confidentiality.
• Close attention to detail.
• Compassionate, non-judgmental attitude
• Demonstrated excellent attendance and reliability

Preferred Qualifications

• 3+ years of experience in an operations or administrative role
• Experience with MyExpense, BearBuy, UC Path, PeopleSoft
• Detailed knowledge of UCSF AR, AP, purchasing, and expense reimbursement policies and procedures

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.

Organization

Campus

Job Code and Payroll Title

004263 ADMIN OFCR 2 CX

Job Category

Administrative Support

Bargaining Unit

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

Employee Class

Career

Percentage

100%

Location

San Francisco, CA

Campus

Zuckerberg San Francisco General (ZSFG)

Work Style

Hybrid

Shift

Days

Shift Length

8 Hours

Additional Shift Details

Monday - Friday 8:30am-5:00pm