ADMIN OFCR 2 CX at UC San Francisco in Fresno, CA

Job description

Job Summary The Operations Specialist provides administrative and operational support to the Undergraduate Medical Education Department, which includes having responsibility as first point of contact for visitors and learners. The incumbent is essential to daily operations and must be able to triage and pivot, multi-task, focus on priorities or other urgent needs, and anticipate long-term needs by working with every member of the team to understand their respective work habits, flow and culture. The incumbent will be in regular contact with the Assistant Dean of UME including calendaring and appointment scheduling. The incumbent’s duties involve both administrative support and independent coordination of projects. In addition to the Dean, the incumbent will provide administrative support to the department leaders including 1 department manager, 1 supervisor and support to Director of PRIME. The AO2 will hold a key position on the UME team and will ensure all front office operations and administrative processes run smoothly. This person will demonstrate professionalism, efficiency, good judgement, and a collaborative attitude. Operations Specialist will carry out duties associated with leadership support as well as project coordination for student scholarship program, department website maintenance, Undergraduate Medical Education Committee including meeting prep and annual roster changes, website maintenance for UME, student orientation support, drafting communications and photo journals, processing mail and documents delivered to the department, manage complex calendars, perform accounts payable and receivable functions and low value purchase orders, requisitions and payment requests. Serve as the point of contact for safety program, new employee onboarding including workspace prep and department policies and procedures development and maintenance. Department Overview UCSF Fresno is a regional campus of the UCSF School of Medicine’s located in California’s central valley and the Department of Undergraduate Medical Education is the administrative unit that oversees all health professions education programs (medical and allied health) for the regional campus. UME provides services for 100 or more third year students from UCSF as well as 300 or more visiting 4th year medical students for clerkship rotations. UCSF Fresno has several accredited Residency & Fellowship programs under the auspices of Graduate Medical Education. The UCSF Fresno UME Office is responsible student experience and assessment, evaluation and curriculum components in Fresno and for implementation of all strategic directives for medical education at the Fresno campus and for ensuring that those who serve student learners are actively engaged in the highest quality learning and teaching environment with a strong commitment to UCSF’s PRIDE values. The UME Department currently has a staff of 11 to provide a full range of services and support to all learners. % of time Essential Function (Yes/No ) Key Responsibilities (To be completed by Supervisor) 40% Operational Responsibilities for Undergraduate Medical Education Department Provide ongoing support to leadership, student experience team and assessment, curriculum and evaluations team to assist with carrying out initiatives and objectives of the program. Coordinate day-to-day operations of the UME office as first point of contact for visitors. Serve as a member of the UME Operations Team with manager and supervisor and other leaders as needed to establish ongoing operations and address needs of the unit. Regularly engage with staff to determine needs including supplies, resources and room logistics. Coordinate new employee onboarding including space preparation, maintain annual holiday calendars and staff office schedules. Assist with annual budget planning by maintaining a repositor of expense projections and prepare annual projections lists from staff to leadership to utilize in annual budget review. Gather a