Job Details

Job Summary

The Division Analyst will provide administrative and analytical support to the Division of Gynecologic Oncology (Gyn Onc) as well as additional division specific programs and events in the Department of Obstetrics, Gynecology, & Reproductive Sciences. The Division Analyst will serve as the main liaison of the Gyn Oncology (Gyn Onc) Division in partnership with the Assistant Division Administrator and provide direct support to the Division Chief, Program Directors (e.g. Division, Fellowship, etc.), and faculty members, ensuring that Division operates at the level of excellence expected by the UCSF community and our external constituents. The individual will communicate on behalf of the Chief and Program Directors (e.g. Division, Fellowship, etc.) with UCSF faculty and leadership, funders, the public and governmental agencies. This position will receive general directions from the Division Chief, Program Directors, faculty members and/or the Assistant Division Administrator in the form of objectives with deadline driven goals. The Division Analyst will be responsible for maintaining project deliverables of the division and creating project timelines to ensure operational efficiency across multiple entities that the GynOnc Division interacts with. The position will also manage the maintenance of GynOnc standard operating procedures and will handle communications regarding any new process improvement developments or changes in the existing processes. The incumbent manages and administers a wide range of administrative operation for the Division Chief, Director, faculty, fellows, clinical research coordinators, research associates of the Division of Gyn Onc. These include but not limited to the following:

Responsibilities

• Oversee the daily operations of the academic office of the Division of Gyn Onc
• Serve as the administrative lead in the Division
• Manage the Division Chief complex calendars to align with Chief's commitment and responsibilities
• Manage complex projects, maintain costs for the division, purchase and maintain supply inventory, and manage space logistics
• Serve as the liaison to faculty, staff and external organizations, provide assistance in the absence of the Division Chief, coordinate faculty and staff recruitment, process payroll, coordinate physician credentialing/ privilege process and Physician and Non-Physician Practitioner (PNPP) program time study, draft correspondence, letters, CV, bio sketches, develop website and coordinate staff, educational and development events
• Organize multi-layered interviews for faculty recruitment as well as onboarding/off boarding
• Facilitating logistics for division meetings and/or events
• Provide executive support to other faculty members including the Fellowship Program Director, and others in the Division as needed
• Receive direction from department Fellowship Administrator to coordinate Gyn Onc division specific program logistics, meetings, events, etc.
• Organize staff engagement events and work with the Gyn Onc Friend's Circle to develop philanthropic opportunities
• Serve on committees representing the Division of Gyn Onc in the Department of Obstetrics, Gynecologic & Reproductive Sciences
• Manage other duties as assigned and may serve as a floater for other divisions in the department as directed by their supervisor

Required Qualifications

• Bachelor's degree in any related area and/or equivalent experience/training
• Minimum one year of experience in administrative analysis or operations research
• Ability to use sound judgment in responding to issues and concerns
• Excellent communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing; service oriented and responsive to questions and requests; ability to interact in a professional, resourceful, and courteous manner
• Excellent organizational skills, analytical, and demonstrated attention to detail; ability to multi-task with demanding timeframes
• High level administrative experience with the ability to work with extremely complex faculty calendars/schedules that requires extremely well organized and detail oriented precision
• Ability to use discretion and maintain confidentiality
• Ability to establish priorities and ensure timely execution of deliverables
• Ability to work independently and within a team in a fast paced environment
• Strong knowledge of common organization-specific and other computer application programs, including Word, Excel, PowerPoint, Endnote, Mail Clients and Scheduling Software, WebEx, Zoom, Jabber

Preferred Qualifications

• Minimum of 2+ years of Project Management experience and/or equivalent experience in logistics or coordination of large to small meetings/events or training
• Experience using UCSF systems: MyAccess, Bearbuy, Advance, MyExpense
• UCSF work experience in academic research teaching and clinical department
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management

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.

We are proud to be one of the nation's leading research institutions, with strong and diverse programs in a breadth of research areas ranging from global health and translational cancer research to human development and neuroscience. Our community is committed to collaboration, exploration and discovery. We train students and trainees in a culture of kindness, curiosity, and open discussion. We operate as an inclusive community and prioritize merit, diversity, and collaboration to inspire a future of expanded patient horizons.

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 is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Job Information

Location: San Francisco, CA

Campus: Mission Bay (SF)

Shift: Days, Variable

Shift Length: 8 Hours

Work Style: Hybrid

Additional Shift Details: M-F 8:30am to 5:00pm (Hybrid schedule with 3 days/week onsite and may be more depending on business needs) - schedule based on supervisor's discretion

Job Code and Payroll Title: 004263 ADMIN OFCR 2 CX

Job Category: Administrative Support

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

Employee Class: Career

Percentage: 100%

Salary Range: $29.05 - $53.50 (Hourly Rate)

Benefits: To learn more about the benefits of working at UCSF, including total compensation, please visit: