Administrative Support

Temporary Employment Program

Temporary Employment

78927BR

Job Summary

This duration for this role is approximately 6 months.

• Manage and maintain complex schedules/calendars for faculty members and clinicians, coordinate and organize meetings/seminars for high level Executives and Distinguished Professors, support faculty with their travel arragements and logistics, and assist with other high level support as needed.
• Maintain and update faculty's curriculum vitae, biosketch, other support page and academic advancement packet, manage and update records of journals/publications and fellows/trainees, and provide support with grant applications.
• Function as a gatekeeper for faculty's schedules, adept with the requirements and expections in order to prioritize issues and meet critical deadlines.
• Organize office operations and procedures, oversee and maitain applications/records, and assure compliance with record keeping and retention guidelines.
• Participate in the development and revision of standard operating procedures and guidelines.
• Ensures that the appropriate internal controls are addressed, and maintains and protects University resources.
• Reponsible for all purchasing aspects, assess and compare cost of goods, and ensure special pricing/discount codes applied.
• Responsible for verifying vendor agreements/setups, complete sole source justification and other procurement forms as required for special orders and equipment and controlled substance items, and provide explanation for any after-the-fact purchases.
• Process and track payments for intern/volunteer stipends, service agreements, and other expenses.
• Review invoices for accuracy and process payments, coordinate with Procurement team to resolve any outstanding liens/billing issues, reconcile purchase orders, and verify and correct blanket POs.
• Reconcile general ledgers, identify any accounting errors, and work closely with vendors, UCSF AP, and Supply Chain Management team to address purchasing issues.
• Review and coordinate with Procurement Team to execute service contracts and consultant agreements, manage and oversee blankets POs and credits/refunds, administer and assign custody codes for equipment items, and maintain and keep track of supplies and stocks for common areas.
• Maintain a database that tracks service work contracts, equipment maintenance agreements, any outstanding/back up orders, pricing discount codes, special shipping accounts, and vouchers and refunds.
• Maintain complete backup data and supporting records for all purchasing transactions.
• Ensure that all purchasing transactions are aligned with budgetary guidelines and in compliance with cost-accounting standards and practices.
• Function as a resource to the Diabetes Center members, coordinate with facility management on general service maintenance, request IT support for any computing concerns, and contact service vendors on any equipment repair issues..
• Manage and oversee premise security, track and control security codes and review and issue key/badge access to the Diabetes Center areas.
• Provide support to the Finance Manager on the Space Projects Manager (SPM) processes, review and verify the occupancy, assign and functionalize space usages, and monitor and update space management systems.
• Manage and oversee equipment inventory lists, verify custody codes/ownerships/locations, address any refurbish items, and work with procurement on any transfers/relocations of equipment.
• Process expense and travel reimbursements and issues payments for the monthly recurring charges of cell phones and internets and other membership fees and dues.
• Provides back up support for administrative functions and engages in ad-hoc services and administrative duties for the Diabetes Center as needed.

The final salary and offer components are subject to additional approvals based on UC policy.

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 (https://tcs.ucop.edu/non-academic-titles)

Please note: 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

Department Description

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Required Qualifications

• Prior administrative support in a professional setting

Preferred Qualifications

N/A

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Organization

TEP

Job Code and Payroll Title

004263 ADMIN OFCR 2 CX

Job Category

Administrative Support, Temporary Employment

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Employee Class

Temporary Employment

Percentage

100

Location

TBD

Shift

Days

Shift Length

8 Hours