Administrative Officer Vascular Surgery

The Department of Surgery, Division of Vascular & Endovascular Surgery at UCSF is seeking a highly skilled and adaptable Administrative Officer to provide comprehensive advisory, analytical, and operational support to the Chief of Vascular Surgery and its Faculty Leaders, managers, and directors. This role requires advanced policy analysis, program evaluation, strategic planning, and operational problem-solving to address complex challenges across clinical, operational, educational, research, and institutional domains. The Administrative Officer will independently research, analyze, and develop high-impact recommendations on policies, programs, and proposals that are often broad in scope and cross-functional. The position demands sound judgment, discretion, and the ability to distill complex information into actionable guidance for senior leadership. Collaborating closely with faculty, directors, managers, and staff, the Administrative Officer plays a vital role in optimizing operations and advancing the Division's mission of excellence in clinical care, education, and research within UCSF's dynamic academic medical center environment.

The Administrative Officer works closely with the Projects & Strategy Manager/Operations Manager to support the operations of the academic division/office/unit and provide strategic advisory support to the Division of Vascular Surgery. This includes conducting independent research, performing advanced policy analysis, and preparing summaries, reports, proposals, grants, presentations, and recommendations to inform strategic decision-making.

The Administrative Officer will draft institutional documents, including MOUs, contracts, recommendation letters, reports, and memoranda. Other operational responsibilities may include managing complex faculty schedules, conducting faculty recruitment, coordinating meetings, resolving meeting conflicts, coordinating travel, facilitating advancement, processing reimbursements, overseeing clinical on-call coverage, and managing faculty vacation schedules, coordinating faculty meetings, approving vacation requests, planning large-scale events, faculty onboarding and managing multiple projects with changing priorities in a fast-paced environment.

In collaboration with the Projects & Strategy Manager/Operations Manager, the Administrative Officer will plan and execute ACCME-accredited Continuing Medical Education (CME) programs, including Grand Rounds, symposiums, Thoracic Tumor Board, and visiting professorship events. This involves coordinating logistics, multimedia recording, catering, accreditation management, post-event evaluations, honorarium processing, and application renewals. The Administrative Officer will also support the Visitors and Students' Programs by reviewing applications in accordance with HR appointment guidelines, facilitating onboarding and offboarding processes, managing access requests, and conducting evaluations for trainees rotating into our programs.
The Administrative Officer will work closely with the Education Programs Manager to support the ACGME-accredited Vascular Surgery & Limb Preservation Residency/ Fellowship Program. Responsibilities in this area include coordinating recruitment and accreditation processes; tracking compliance requirements; assisting with onboarding and offboarding; credentialing; scheduling; reimbursements; graduation planning; exam proctoring; and maintaining educational materials. The incumbent will play a key role in ensuring these programs meet all required standards and regulatory requirements.

The Administrative Officer will also contribute to the Division's operational needs by collaborating with faculty, directors, and managers to ensure excellence across clinical care, education, and research initiatives. This includes conducting complex analyses, compiling data, and preparing high-quality reports, proposals, and applications to support divisional goals. Responsibilities encompass HR processes, financial transaction reviews, budget development, grant applications, capital asset management, bookkeeping, and general administrative operations. Additionally, the incumbent will coordinate office moves & renovations, space utilization planning, inventory management, emergency action planning, and the development and maintenance of divisional standard operating procedures. Other tasks include maintaining procedural documentation, flowcharts, presentations, videos, and website updates, as well as supporting special projects such as engagement activities, holiday gatherings, health summits, graduation ceremonies, and business gift coordination.

To excel in this role, the Administrative Officer must have a comprehensive understanding of UCSF's
administrative policies, travel and entertainment guidelines, HR protocols, union agreements, accreditation
standards (ACGME and ACCME), grant management processes, medical center standards, campus policies, and event planning strategies. Expertise in academic business operations, financial management, educational
program administration, and project execution is essential. The ideal candidate will demonstrate responsiveness, flexibility, adaptability, reliability, and the ability to collaborate effectively with diverse teams and stakeholders.

This position requires on-site presence up to three times per week, with occasional evening or weekend
availability to address urgent operational needs with limited notice.

The successful candidate must be capable of performing high-level tasks independently, thinking critically,
leading teams, and adapting within a dynamic environment. Exceptional organizational and interpersonal skills, combined with a proactive, hands-on approach, a can-do attitude, are crucial-no task is too small.

Additional projects may be assigned as needed, beyond the responsibilities outlined in this description. This position offers an opportunity to contribute meaningfully to the Division of Vascular Surgery's mission of excellence in clinical care, research, and education, while supporting the broader goals of the Department of Surgery and UCSF.

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. The
Department is comprised of multiple divisions and sections and our surgeons provide care at locations
throughout the greater San Francisco Bay Area and beyond. Our Residents and Fellows also play a critical role in Department's success. The Department of Surgery Chair's Office is an extremely high profile, fast paced
environment with a very diverse range of contacts and needs which require an immediate and accurate
response, handled with confidentiality, and while staying compliant. The Chair's Office is responsible for
management, direction and oversight of over 400 faculty (clinical and research), trainees and staff personnel.

20% Essential:

Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.
The Department of Surgery, Division of Vascular Surgery at UCSF is seeking a highly skilled and adaptable Administrative Officer III to provide comprehensive advisory, analytical, and operational support to the Chief of Vascular Surgery and its Faculty Leaders, managers, and directors. This role requires advanced policy analysis,
program evaluation, strategic planning, and operational problem-solving to address complex challenges across clinical, operational, educational, research, and institutional domains.
The Administrative Officer III will independently research, analyze, and develop high-impact recommendations on policies, programs, and proposals that are often broad in scope and cross-functional. The position demands sound judgment, discretion,
and the ability to distill complex information into actionable guidance for senior leadership. Collaborating closely with faculty, directors, managers, and staff, the Administrative Officer III will play a vital role in optimizing
operations and advancing the Division's mission of excellence in clinical care, education, and research within UCSF's dynamic academic medical center environment.

30% Essential:

Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and / or contracts and grants.
Develops and implements procedures for supply inventory and to keep equipment in good working condition.
Administers facilities and space logistics and manages equipment needs. Acts as safety coordinator.
May provide guidance to support employees, trainees and / or students.
Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.
The Administrative Officer III will draft institutional documents, including MOUs, contracts, recommendation letters, reports, and memoranda. Other operational responsibilities may include managing complex faculty schedules,
conducting faculty recruitment, coordinating meetings, resolving meeting conflicts, coordinating travel, facilitating advancement, processing reimbursements, overseeing clinical on-call coverage, and managing faculty vacation schedules, coordinating faculty meetings, approving vacation requests, planning large-scale events, faculty onboarding and managing multiple projects with changing priorities in a fast-paced environment.
In collaboration with the Projects & Strategy Manager/Operations Manager, the Administrative Officer III will plan and execute ACCME-accredited Continuing Medical Education (CME) programs, including Grand Rounds, symposiums, Thoracic Tumor Board, and visiting professorship events. This involves coordinating logistics, multimedia recording, catering, accreditation management, post-event evaluations, honorarium processing, and application renewals.
The Administrative Officer III will work closely with the Education Programs Manager to support the ACGME-accredited Vascular Surgery Residency Program. Responsibilities in this area include coordinating recruitment and accreditation processes; tracking compliance requirements; assisting with onboarding and offboarding;
credentialing; scheduling; reimbursements; graduation planning; exam proctoring; and maintaining educational materials. The incumbent will play a key role in ensuring these programs meet all required standards and regulatory requirements.
Additionally, the incumbent will coordinate office moves & renovations, space utilization planning, inventory management, emergency action planning, and the development and maintenance of divisional standard operating procedures. Other tasks include maintaining procedural documentation, flowcharts, presentations, videos, and website updates, as well as supporting special projects such as engagement activities,
holiday gatherings, health summits, graduation ceremonies, and business gift coordination.

20% Essential:

Develops and prepares budgets and financial reports for funding which may be complex
Performs studies for resource plans, including approaches, trends, sources and uses.
Provides input into non-technical portions of grant and contract proposals.
May assist with fundraising related duties.
The Administrative Officer III works closely with the Projects & Strategy Manager/Operations Manager to support the operations of the academic division/office/unit and provide strategic advisory support to the Division of Vascular Surgery. This includes conducting independent research, performing advanced policy analysis, and preparing summaries, reports, proposals, grants, presentations, and recommendations to inform strategic decision-making.
The Administrative Officer III will also contribute to the Division's operational needs by collaborating with faculty, directors, and managers to ensure excellence across clinical care, education, and research initiatives. This includes conducting complex analyses, compiling data, and preparing high-quality reports, proposals, and applications to support divisional goals. Responsibilities encompass HR processes, financial transaction reviews, budget development, grant applications, capital asset management, bookkeeping, and general administrative operations.

20% Essential:

Coordinates and participates in a variety of human resources activities including employment, training, classification, and ensuring the completion of forms and documents related to HR and Payroll for unit / department.
May provide guidance to support employees, trainees and / or students.
Gathers, analyzes, prepares and summarizes financial and HR reports.
The Administrative Officer III will also support the Faculty Onboarding, Staff Onboarding, Visitors and Students' Programs by reviewing applications in accordance with HR appointment guidelines, facilitating onboarding and offboarding processes, managing access requests, and conducting evaluations for trainees rotating into our programs. Mentor colleagues, junior employees, trainees, students etc.

10% Essential:

Serves on committees, representing department/unit.
Other Projects as be assigned.

100% TOTAL

Required Qualifications:

• Bachelor's degree in a related area or 4 year of related working experience and Minimum 3 of years of progressive experience in administration, executive support, operations management, education program management and project management.
• Minimum 3 of years of progressive experience in administration, executive support, operations management, education program management and project management.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Strong Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Thorough Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Thorough knowledge of common organization- or research-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short- and long-term strategic planning, analysis, problem-solving and customer service.
• Thorough knowledge of University financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Thorough knowledge of rules and regulations related to budget, finance, relocation, procurement, personnel management (academic and non-academic staff), visitor management, fiscal operations, event planning, fundraising processes, risk management, website design, accounting, payroll, contracts, grants, and financial reporting.
• Strong skills in analyzing, researching and synthesizing large amounts of data for preparing sound and relevant proposals/analyses.
• Strong Analytical / problem-solving skills.
• Strong policy analysis techniques.
• Strong Project Management Skills. Effectively manages workloads, meets deadlines, and performs with accuracy under pressure. Excels in fast-paced environments, successfully handling multiple tasks with minimal direction and sound judgment.
• Ability to multi-task with demanding timeframes.
• Must be able to return onsite within 2 hours in response to emergencies, ensuring prompt availability to address urgent operational needs.
• Demonstrates a 'no task is too small' attitude, embracing all aspects of the role with dedication and commitment to ensure the success of the team and organization. Promotes a culture of humility and teamwork by taking ownership of all responsibilities, regardless of scope, and contributing to the organization's overall goals.
• Demonstrates a practical, hands-on approach with the willingness to engage directly in tasks, combining technical expertise with a 'can-do' attitude to drive success. Exhibits accountability and problem-solving skills by recognizing and admitting mistakes, analyzing root causes, and implementing effective solutions to improve workflows and maintain operational excellence.

• Demonstrates track records of exceptional attendance, reliability, and adaptability.

Preferred Qualifications:

• Minimum 5 of years of progressive experience in administration, executive support, operations management, education program management and project management.
• Proficient Knowledge in ACGME Residency/Fellowship Management and ACCME accreditation requirements and operational procedures.
• Experience working with surgeons in an academic setting.
• Experience with Apex.
• Prior UCSF School of Medicine / Academic Office Experience.

Required Qualifications:

• Bachelor's degree in a related area or 4 year of related working experience and Minimum 3 of years of progressive experience in administration, executive support, operations management, education program management and project management.
• Minimum 3 of years of progressive experience in administration, executive support, operations management, education program management and project management.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Strong Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Thorough Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Thorough knowledge of common organization- or research-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short- and long-term strategic planning, analysis, problem-solving and customer service.
• Thorough knowledge of University financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Thorough knowledge of rules and regulations related to budget, finance, relocation, procurement, personnel management (academic and non-academic staff), visitor management, fiscal operations, event planning, fundraising processes, risk management, website design, accounting, payroll, contracts, grants, and financial reporting.
• Strong skills in analyzing, researching and synthesizing large amounts of data for preparing sound and relevant proposals/analyses.
• Strong Analytical / problem-solving skills.
• Strong policy analysis techniques.
• Strong Project Management Skills. Effectively manages workloads, meets deadlines, and performs with accuracy under pressure. Excels in fast-paced environments, successfully handling multiple tasks with minimal direction and sound judgment.
• Ability to multi-task with demanding timeframes.
• Must be able to return onsite within 2 hours in response to emergencies, ensuring prompt availability to address urgent operational needs.
• Demonstrates a 'no task is too small' attitude, embracing all aspects of the role with dedication and commitment to ensure the success of the team and organization. Promotes a culture of humility and teamwork by taking ownership of all responsibilities, regardless of scope, and contributing to the organization's overall goals.
• Demonstrates a practical, hands-on approach with the willingness to engage directly in tasks, combining technical expertise with a 'can-do' attitude to drive success. Exhibits accountability and problem-solving skills by recognizing and admitting mistakes, analyzing root causes, and implementing effective solutions to improve workflows and maintain operational excellence.

• Demonstrates track records of exceptional attendance, reliability, and adaptability.

Preferred Qualifications:

• Minimum 5 of years of progressive experience in administration, executive support, operations management, education program management and project management.
• Proficient Knowledge in ACGME Residency/Fellowship Management and ACCME accreditation requirements and operational procedures.
• Experience working with surgeons in an academic setting.
• Experience with Apex.
• Prior UCSF School of Medicine / Academic Office Experience.