Administrative Officer CX

Administrative Officer II – Hematology/Oncology

Division of Hematology/Oncology

Full Time, 100% – Days 8:00am–5:00pm

Location:

Mission Bay (San Francisco, CA)

Salary range: $29.05 – $53.50 (Hourly Rate). Final salary and offer components are subject to additional approvals based on UC policy.

Under the general direction of the Administrative Operations Manager, the Administrative Officer II provides high-level administrative and operational support for Hematology faculty. This position delivers executive-level assistance, including managing calendars, planning travel, coordinating events, and communicating with internal and external stakeholders. The role also supports faculty labs with procurement and reimbursements while juggling multiple tasks and projects simultaneously. The Administrative Officer II serves as a key liaison across clinical, academic, and administrative functions, streamlining workflows and ensuring smooth departmental operations.

Responsibilities include acting as the gatekeeper for faculty, organizing ad hoc committees and working groups, handling sensitive communications with discretion, and maintaining a comprehensive database of faculty initiatives to ensure timely completion of all assignments and deadlines.
The Administrative Officer II also plays a central role in purchasing, financial, and operational processes, including managing Bear Buy requisitions, troubleshooting issues with Supply Chain Management or Procurement, coordinating large capital expenditures, processing travel and reimbursement requests, and overseeing TEV submissions. In addition, the position provides coverage and compensation support, such as submitting one-time payment requests for overnight faculty phone coverage and fellow moonlighting payments.

The role includes planning and executing both virtual and in-person meetings, retreats, and symposia, managing logistics such as venues, A/V, catering, attendee communication, and on-site setup. Finally, Administrative Officer II collaborates with IT to troubleshoot technology issues, coordinate equipment orders and replacements, and works closely with the Operations Manager to implement effective solutions, ensuring that faculty can focus on their clinical, research, and teaching responsibilities.

• Bachelor's degree in related area and/or equivalent experience/training.
• One or more years of related experience.
• Ability to work and orient across all UCSF Medical Center locations.
• Demonstrated professional experience in a related role.
• Proven expertise in customer engagement and complex problem resolution.
• Advanced financial and analytical acumen, including hands‑on budget development and management.
• Advanced proficiency in Microsoft Office, including Word (advanced formatting, mail merge), Outlook (calendar and task management), Excel (complex multi‑sheet workbooks, linked formulas, pivot tables).
• Exceptional written and verbal communication skills, with the ability to engage effectively with diverse stakeholders at all organizational levels.
• Highly developed organizational and time‑management skills, with a proven ability to manage competing priorities and meet aggressive deadlines.
• Meticulous attention to detail, with a demonstrated track record of independently managing multiple projects from initiation through completion.
• Strong judgment and decision‑making skills in addressing sensitive or complex issues.
• Self‑directed and strategic, with the ability to establish objectives, anticipate challenges, and adapt to changing priorities.
• Proficient in utilizing organization‑specific and enterprise‑level computer applications.
• Demonstrated ability to exercise discretion and maintain strict confidentiality.

• UCSF experience, including use of Peoplesoft, MyReports, Bear Buy, MyExpense, People Connect and other financial applications.
• Three to five years academic administrative experience (working in an educational or medical environment), including meeting/event planning and coordinating multiple complex schedules.

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