Administrative Officer

Administrative Officer 3

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.

The Administrative Officer (AO3) provides comprehensive administrative and operational support for the Education in Palliative and End‑of‑Life Care (EPEC) - Pediatrics Europe program. Working under the direction of the Principal Investigator, Dr. Stefan Friedrichsdorf, and program designees, the AO3 plays a key role in managing program activities, managing logistics, and supporting effective communication among international partners.

The AO3 serves as the primary liaison to the administrative and leadership team in Prague, Czech Republic
, facilitating alignment between U.S.

-based and European program operations.

The AO3 will coordinate activities in collaboration with the European‑based program coordinator, UCSF, and the steering committee on programmatic work. The AO3 will also assist with travel and reimbursement logistics for the annual Train‑the‑Trainer and Professional Development Workshop
. Financial responsibilities include processing, monitoring payments and reimbursements for all U.S.

-based program participants—such as honoraria, vendor invoices, and travel‑related expenses—using UCSF systems and in collaboration with the UCSF grants management team. In addition, the AO3 will work with the GME Office to manage and coordinate activities related to the EPEC program to meet CME standards including orientation, registration and enrollment, marketing, booking location and RFP site selection, manage mailing lists, send notifications and save the date, content development with course lead, brochure coordination and dissemination, review space, coordinate IT support related to audio/visual, catering event, and communicate information in a timely manner.

The AO3 supports the EPEC‑Pediatrics Europe Steering Committee, Advisory Council, and Task Forces by scheduling and organizing recurring Zoom meetings, preparing materials, recording minutes, and ensuring timely follow‑up on action items. Additional responsibilities include day‑to‑day program coordination, conference planning and logistics, and supporting program evaluation activities, such as setting up and tracking participant feedback surveys.

The salary range for this position is $78,900 – $167,300 (Annual Rate). The final salary and offer components are subject to additional approvals based on UC policy. To learn more about the benefits of working at UCSF, including total compensation, please visit: (Use the "Apply for this Job" box below)..html

• Bachelor's degree in a relevant field (e.g., business administration, education, public health, or related area) and at least three years of administrative experience, and/or an equivalent combination of education and experience
• Minimum 3 years of related experience
• Ability to use discretion and maintain confidentiality
• Strong skills in short‑term planning, analysis, problem‑solving, and customer service
• Experience with calendaring and setting up meetings
• Able to multi‑task
• Critical thinking paired with strong skills in teamwork and use of judgment in determining priorities
• Demonstrates exceptional attention to details, crucial for identifying and rectifying discrepancies; proven ability to accuracy or work
• Proven ability to effectively present information verbally and in writing with a clear and concise manner
• Demonstrated organizational and time management skills with the ability to prioritize multiple tasks, meet deadlines, and maintain attention to detail
• Strong written and verbal communication skills, including the ability to draft professional correspondence, meeting summaries, and reports
• Experience…