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 3 supports the overall aspects of the Division of Pediatric Critical Care. S/he provides support and oversight for day-to-day division operations in both site locations: BCH-SF and BCH-Oakland. Reporting directly to the Division Administrator (DA), and under the DA supervision, the incumbent is responsible for directly providing and coordinating a range of complex administrative, HR, financial/budget, and other duties to support the full range of division operations, including support to the Division Chief, 8 Medical Directors, 45+ Faculty, 16 Fellows and the division's staff.

The responsibilities are as follows:

• Manage and process financial transactions including physician call payment, manage and reconcile various Division discretionary funds, process journal entries to move expenses/funds from one account to another, adjust payroll distributions.
• Manage and process HR transactions including new hire, separation, security/door access, HBS Timekeeping, parking privileges, appointment extension, BCH-SF iVIsitors access.
• Manage new faculty searches, coordinate applicants' visits and ensure efficient onboarding of new faculty members, clinical fellows, post-doctoral fellows and visiting scholars. Ensure timely credentialing and hospital privileges of new hires.
• Fully responsible for managing the physician and fellow scheduling coverage in QGENDA, AMION, and other scheduling modules.
• Work with the medical center's nursing staff for physician referral, follow up coordination, and send out physician referral records as needed. Send follow-up letters from Apex to provider's who have referred patients to UCSF.
• Responsible for managing CME budget, reporting, and processing for the Division.
• Coordinate completion of the quarterly state-mandated Physician Time Study
• Manage and process expense reimbursements via MyExpense, place BearBuy order requisitions, purchase office supplies and equipment as needed.
• Responsible for event planning in the Division (e.g., annual CME conference, all-day research, and Division retreats).
• Provide backup administrative coverage for Pre-Award and Post-Award support in the Division.
• Manage the Division Medical Directors' calendars and help schedule and coordinate faculty meetings including developing agendas, booking rooms and ordering food.
• Manage and coordinate special projects/assignments as they arise.
• Work with the CME Office to coordinate annual CME conferences and ensure that the Division is in compliance with CME requirements.
• Work with affiliate hospitals as needed.

To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (ucop.edu)

Please note: The compensation ranges listed online for roles not covered by a bargaining unit agreement are very wide, however a job offer will typically fall in the range of 80% - 120% of the established mid-point. An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.

For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html