Administrative Specialist

The Administrative Specialist (AS) performs critical accounts payable (AP), accounts receivable (AR), purchasing, equipment inventory, space management, telecommunications, and general administrative functions for the ZSFG Division of the UCSF Department of Obstetrics, Gynecology, and Reproductive Sciences. The AS uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues and analyzes and resolves operational problems of moderate to complex scope.

The AS is responsible for all AP and AR transactions for the division's clinical and education operations at ZSFG, supporting ~20 clinical faculty and senior staff. This individual processes expense reports in MyExpense, manages physician and nurse midwife annual academic allowances, manages petty cash funds, collects cash and credit card payments for services provided to patients of the Women's Options Center, and ensures invoices for goods and services are submitted and paid on time.

The AS also serves as the purchasing coordinator for the division's clinical and education operations at ZSFG. They initiate, manage, and closeout purchase orders and set up vendors in the BearBuy system. The AS orders and manages division office supplies and equipment, maintains the capital equipment inventory, completes the annual Archibus space survey, and serves as the division's expert on file storage and management. They also manage telecommunications at ZSFG including facilitating setup and decommissioning of phone lines.

The AS must ensure compliance with UCSF, ZSFG, San Francisco Department of Health, and payer policies and procedures related to AP, AP, cash management, purchasing, space, file storage, and other areas. They also serve as the division's expert on said policies and procedures and provide information, training, and advice to faculty and staff.

This is a hybrid position that is on-site 3 days per week for duties that require in-person presence such as cash and materials management, administrative support for faculty, and team meetings. Arrangement is subject to change depending on business needs as determined by supervisor.

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

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

The salary range for this position is $29.05 - $53.50 (Hourly Rate).

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

• Bachelor's degree in any area and / or equivalent experience / training.
• Minimum 1 years of experience in an operations or administrative role.
• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff and with faculty, staff, and patients of all backgrounds both verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Demonstrated ability to effectively utilize the Microsoft Suite (Word, Excel, Outlook, PowerPoint) and to learn other software programs as needed.
• Ability to use discretion and maintain confidentiality.
• Close attention to detail.
• Compassionate, non-judgmental attitude
• Demonstrated excellent attendance and reliability

• 3 years of experience in an operations or administrative role
• Experience with MyExpense, BearBuy, UC Path, PeopleSoft
• Detailed knowledge of UCSF AR, AP, purchasing, and expense reimbursement policies and procedures