Administrative Officer (Limited) - Surgical Oncology

Job description

The Administrative Officer will provide executive-level support to the Vice Chair of Faculty Affairs and as needed to other faculty within the Colorectal Surgery Section in the Division of Surgical Oncology.
The Administrative Officer will provide analytical and project support to Dr. Finlayson as the Chief Value Officer/Executive Medical Director for the Surgery Faculty Practice which includes gathering information, developing work plans, and coordinating pilot projects involving the design and implementation of clinical care workflows that improve quality and safety, access, efficiency of Department of Surgery elective surgical care practices; works closely with the Chair’s office Finance Unit and Dr. Finlayson to analyze and create Department of Surgery reports including metrics on new patient visits, time to new appt, revenue, satisfaction of referring physicians, and operating room (OR) utilization.
The individual will also help coordinate all aspects of the Department of Surgery Faculty Mentoring program including maintaining a faculty mentoring database, working with Dr. Finlayson to research and gather information to submit the annual faculty mentoring program report to the Department Chair, scheduling annual Assistant Professor meetings, ensure faculty compliance with annual documentation requirements, compile and submit updated mentor and mentee list annually to School of Medicine (SOM) Faculty Mentoring Program office.
The individual will also manage a range of responsibilities associated with the Colorectal Surgery section faculty’s administrative, research, and clinical roles. The responsibilities include communication around the faculty leadership roles at UCSF, including oral communication and written correspondence with Division and Department faculty, other university faculty and officials, the Dean and UCSF Medical Center administration, national journal editorial boards, publishers, professional associations, research institutes, private corporations, and private foundations, governmental agencies, other high level contacts at other universities, and patients. In addition, the incumbent provides financial and IT support, maintains a comprehensive calendar, arranges travel and composes letters. The incumbent works closely with the faculty and Operations Manager to support HR processes such as gathering documents for appointments.
This position is currently a limited appointment because of section growth and operational restructuring with the possibility to turn into a career position. The role is transitioning from supporting one faculty member to providing the flexible, shared support for multiple faculty members across the section. A limited appointment is required to evaluate the workload volume, operational needs, and efficiency of this new shared-support structure before establishing a career position.
Department Overview:
The mission of the UCSF Department of Surgery is threefold: to develop the next generation of leaders in surgery; to provide outstanding quality clinical care that is cost effective, yet compassionate; and to make significant advances in scientific knowledge and clinical practice through basic and clinical research. Care of patients is what attracted our faculty and residents to surgery, and it continues to be our main focus.
The Department is comprised of seven divisions including Adult Cardiothoracic Surgery, General Surgery, Pediatric Cardiothoracic Surgery, Pediatric Surgery, Plastic & Reconstructive Surgery, Transplant Surgery, and Vascular & Endovascular Surgery. Our surgeons provide care at locations throughout greater San Francisco including: UCSF Medical Center at Parnassus (Moffitt-Long Hospital), UCSF Medical Center at Mt. Zion, UCSF Medical Center at Mission Bay (UCSF Bakar Cancer Hospital and UCSF Benioff Children's Hospital San Francisco), Zuckerberg San Francisco General Hospital and Trauma Center, San Francisco VA Medical Center, and Alameda County Medical Center in Oakland. Our residents rotate through UCSF Medical Center, Kaiser Permanente, and California Pacific Medical Center.
UCSF has a well established and deserved reputation for preeminent patient care services, much of which is anchored in our Division's world-class programs in surgery of the esophagus, liver, pancreas, colon and rectum, thyroid and parathyroids, breast, melanoma, obesity, and the management and prevention of acute traumatic injuries.
Essential Function
(Yes/No )
of time
Key Responsibilities
(To be completed by Supervisor)
50%
Yes
Vice Chair of Academic Affairs, Dr. Finlayson Faculty Practice Organization (FPO):
• Updates and distributes work plans as required for possible new pilot projects. Utilizes work plans to track and monitor progress on pilot projects.
• Plans/coordinates, organizes and attends strategy meetings with collaborative units including Quality Department, Patient Experience Department, Medical Directors, Community Providers, and Administrative Directors.
• Organize agenda forSurgical Director’s Meeting: keep database of meeting, meeting minutes, and disseminates meeting minutes to Chairs across the institution
• Works closely withthe Chair’s officeFinance Unit and Dr. Finlayson to analyze and create Department level reports including clinical unit and divisional metrics on new patient visits, time to new appointment, revenue, satisfaction of referring physicians, and OR utilization.

Faculty Development Program:
• Maintains a faculty mentoring database.
• Works with Director to research and gather information to submit theannual faculty mentoring program report to the Department Chair.
• Schedule annual Assistant Professor meetings.
• Ensure faculty compliance with annual documentation requirements.
• Compile and submitupdated mentor and mentee listannually to SOM Faculty Development Program office.
• Work with the Leadership Coaching Program to ensurecontracts are up to date with outside vendors and help with navigating billing and invoices as needed

30%
Yes
Executive-level Administrative Support:
• Act as high level executive liaison between Dr. Finlayson and the other Colorectal Surgery faculty, administrators, Dean’s Office, medical center administration and colleagues at national institutions and other Universities, public officials and other persons outside the University. This will require independent decision-making for advising and information sharing and establishing priorities. Must be able to work with various groups, including seniormanagement level staff,faculty, fellows, residents and students to ensure the timely resolution of affairs.
• Evaluate incoming correspondence and communications. Draft and transcribe correspondence of a general, confidential and scientific personal nature for the PI’s review and signature. Provide analytical support and independently generate handwritten and dictated documents. Maintain Dr. Finlayson and the Colorectal Surgery faculty’s CV and all research documents including NIH Biographical Sketch.
• Independently responsible for producing visualaids, (ie. Printsand slides of figures, tables, computer graphics, slide making for presentations of materials and photocopying of meetings for high level meetings)
• Independently responsible for generating and coordinating executive level responses on behalf of the PI to requests and inquiries from the campus, medical center, the public and national organizations and agencies. Prioritize, screen, direct and place phone calls, respond to inquiries and direct to PI as appropriate.
• Independently compose letters, word process and edit confidential internal and external groups coordinating arrangements for on and offsite meetings and conferences.
• Arrange academic travel
• Maintains a comprehensive calendar, scheduling meetings with multiple internal and external groups coordinating arrangements for on and offsite meetings and conferences.
• Coordinate faculty onboarding with Operations Manageralong with otherrelevant work units including obtaining required documentation to ensure recruits obtain appropriate ID Badge,parking permits, accessto email.

15%
Finance and Accounting:
• Review, process andsubmit invoices and reimbursements in a timelyand accurate

manner using the on-line systems (My Expense andBear Buy).
• Independently troubleshoot purchasing and reimbursements issuesby working with UCSF IT support and accounting staff.
• Independently review reimbursements and ensure that required supporting documents (i.e. detailed receipts) are obtained and submitted as appropriate.
• Maintain detailed and accurate financial records of reimbursements and purchasing items (i.e copies of submitted invoices, logs, and employee receipts).
• Work with Chair’s office Finance Unitstaff and Accounts Payable staff to set up new purchase orders when required.
• Work with the Operation Managerto educate faculty on University andDepartmental policies regarding reimbursements as required.
• Research items thatcannot be reconciled to determine detailsand work withrelevant parties to resolve and remove item from Divisional ledgers (i.e. erroneous pager and cell phone charges).
• Maintain records of all checklists and documentation for audit purposes.
• Prepare accounting formssuch as checkrequests, travel advances, and reimbursement of travel expenses for non-sponsored and sponsored funding
• Upon request, workwith Supervisor to develop and generate ledgerreconciliation and financial reports as needed.

5%
Information Technology:
• Coordinate the maintenance of faculty email and network access accounts including requests for thecreation of accounts, the removal of accounts, andthe transfer of files and/ormail data for faculty.
• Work with Operations Manager to adviseall faculty on issue of data security, including password maintenance, appropriate locations for storage of data, and department policy governing the confidentiality of email and other electronic resources.
• In conjunction with the Medical Center Help Desk and the Practice Manager, coordinate administration of all user accounts for Apex, STOR and other clinical information systems. Educateusers to assurethat associated security policies are adhered to at all times.
• Advise faculty on responsibilities related to ergonomics, propercare and maintenance of computer hardware, theft prevention, and policies governing the use of university equipment.
• Advise faculty on appropriate use of available computer support resources (i.e. IT help desk).
• Work with ISU manager to address ongoing desktop support needs,to address network performance issues, prepare for office relocation as necessary.
• Work with the faculty to ensure thatall relevant websites are updated in a timely manner to include updates to faculty bios, CVs, and areas of specialty.

100%
Required Qualifications:
• Bachelor's degree in related are and / or equivalent experience / training.
• Minimum of 1 year of experience in administrative operations.
• Experience in calendaring and scheduling for multiple faculty using MS Outlook
• This position is currently a limited appointment because of section growth and operational restructuring with the possibility to turn into a career position.
• Working knowledge of common organization-specific and other computer application programs. Excellent proficiency in MS Office applications (Word, Excel, and Outlook). Demonstrated skill in word processing to prepare correspondence and other documents with speed and accuracy. Ability to learn how to utilize other programs as needed.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing including a basic understanding of medical science in order to support faculty with transcribing letters.
• Solid organizational skills and ability to multi-task with demanding timeframes. Ability to work on multiple projects simultaneously and effectively prioritize tasks with competing deadlines.
• Ability to meet deadlines in a timely an accurate manner with excellent attention to detail.
• Demonstrated experience working independently with minimal supervision, using initiative and resourcefulness in performing job duties in areas of responsibilities and in the execution of additional duties as assigned; Ability to use sound judgment in responding to issues and concerns.
• Working knowledge of accounting, finance and the ability to interpret and prepare basic financial reports. Analytical skills to collect, sort, process qualitative and quantitative data and provide quality reporting
• Ability to use discretion and maintain confidentiality.

Preferred Qualifications:
• Experience working in academic medical setting and understanding best business practices
• Experience working in academic medical setting and understanding best business practices
• Knowledge of UC Financial systems such as MyReports, MyExpense, BearBuy, and HBS