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Senior Administrative and Project Coordinator - San Francisco California
Company: University of California - San Francisco
Location: San Francisco, California
Posted On: 01/18/2025
Senior Administrative and Project Coordinator
MED-ZSFG-ADMIN-GENERAL
Full Time
83053BR
Job Summary
The Department of Medicine at Zuckerberg San Francisco General (ZSFG) is seeking a highly organized, proactive, and professional administrator and leader with exceptional customer service skills to join our team.
The Senior Administrative and Project Coordinator is a seasoned and experienced administrative and project management professional responsible for planning and managing administrative functions/operations and supporting the smooth running of the Department of Medicine's Central Administration Unit at ZSFG. The incumbent provides direct administrative, project and program support to teammates performing a full range of functions that are significantly complex, broad in scope, and highly critical and sensitive in nature. Functions include but are not limited to human resources (talent acquisition, new leader onboarding, personnel management, and recognition programs), IT, facilities, space management, budget/financial management, purchasing, vendor contracts and invoice management, department- and organization-wide communications, policy, compliance, and controls.
The individual will assist the team with administration, analysis, reporting, goal tracking, purchasing, event planning, scheduling, drafting SOPs, website updates, communications including newsletter development, coordination of organization-wide programs and processes, problem-solving and other duties as assigned to support the departmental priorities. This individual will also supervise two administrative officers in the central unit, and partner closely with our housestaff coordinator to ensure smooth and efficient operations with DOM.
We seek someone who is intellectually curious with a continuous learning orientation and technical acumen who thrives on new challenges, learning new systems and tools, and finding opportunities to make processes more efficient and effective. This is a complex, demanding position in a fast-paced environment that works closely with teammates while also functioning with a high degree of autonomy and organization to meet deadlines and advance initiatives. The individual will be responsive, have a positive service orientation, a high-level attention to detail, and be able to prioritize work according to urgency and allocate time accordingly. Must demonstrate analytic ability and exercise good judgment in selecting methodology, techniques, and evaluation criteria for obtaining solutions and completing deliverables by deadlines. Problem-solving frequently requires analysis of data and unique issues without precedent and/or structure. Works collaboratively with department leadership, team members, and various organizational staff and faculty.
The position reports to the Director of Administration and Finance and will work closely to support all roles in Central Administration, including the Vice Chair, Associate Chair of Research, Director of Faculty Experience, Associate Director of Finance and Administration, Managers of Clinical Operations and Research Administration.
The incumbent may represent the Director of Administration and Finance in professional interactions and collaboration with all levels of internal and external faculty, staff, management, and leadership. This hybrid position will allow a combination of onsite and offsite work as needed to meet Department of Medicine priorities.
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 $101,600 - $157,500 (Annual 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
Since 1864, the UCSF School of Medicine and Priscilla Chan and Mark Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG) have worked in close collaboration to provide healthcare services for the people of San Francisco, under the umbrella of the San Francisco Department of Public Health. The Department of Medicine is the largest department at Zuckerberg San Francisco General with an annual budget of over $205 million. The Department is divided into 13 Divisions and 5 Centers made up of approximately 200 faculty and 685 staff and trainees.
The Department of Medicine's mission at ZSFG is bold and noble. We strive to ensure that all patients have access to and receive the best care possible, while integrating UCSF education and research with ZSFG clinical programs. To that end, we provide quality and culturally appropriate healthcare services to vulnerable populations, including the uninsured, homeless, children, elderly, low-income, and racial and ethnic minorities. We also maintain a thriving research program and a national-renowned academic program.
UCSF is dedicated to building a highly diverse community nurturing a culture that is welcoming and supportive. The Department of Medicine at Zuckerberg San Francisco General Hospital seeks team members whose experiences have prepared them to contribute to and enhance the university's values for diversity, equity, and inclusion and are guided by UCSF's PRIDE values -Professionalism, Respect, Integrity, Diversity, and Excellence - that define who we are as a community, and how we work, learn, and interact to fulfill UCSF's mission.
Required Qualifications
- Bachelor's degree in related area and/or equivalent experience/training.
- Minimum 5-years' experience in progressively responsible administrative support.
- Analytical skills to effectively manage the complexities to an increased office workflow. The
- candidate must be able to work independently, exercise their own judgement to resolve administrative operational issues, and execute special projects assigned to them.
- Advanced knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
- Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
- Advanced knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and personnel regulations and guidelines.
- Advanced knowledge of common University-specific computer application programs.
- Ability to quickly learn and apply new technology and workflow tools to streamline processes and summarize data (e.g., Qualtrics, Smartsheet, Microsoft Office applications including Teams, cloud applications, etc.).
- Ability to use discretion and maintain confidentiality.
- Advanced skills in short- and long-term strategic planning, analysis, problem-solving and customer service.
- Small to mid-level project management skills
Preferred Qualifications
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