Employment Duration: 8 months

Reporting to the Vice Dean of Administration and Finance, the Office Administrator is responsible for managing and completing special projects as assigned, coordinating events and meetings, and providing comprehensive executive, analytical, and administrative support to the Vice Dean of Administration and Finance and the School of Pharmacy Dean’s Office.

The Operations Analyst assists the Vice Dean of Administration and Finance with space management, administrative functions, and special projects. The incumbent ensures the accuracy of space inventory, facilitates and oversees the day-to-day operations of shared facilities and space logistics, serves as backup to the Dean’s Executive Assistant, assists with the Gallup Survey, and manages the School of Pharmacy wellness program in partnership with the campus.

This position requires discretion, independent judgment, and the ability to work autonomously in resolving sensitive or complex operational issues. Strong verbal and written communication skills, flexibility, and the ability to manage multiple priorities are essential.

Department Overview

The Dean’s Office of the UCSF School of Pharmacy supports the agendas of the Dean, the School’s three departments, the Organized Research Unit (ORU), and their faculty through its administrative and advisory units. The School of Pharmacy is the academic home to approximately 71 faculty and 701 WOS faculty. The School employs approximately 271 non-faculty personnel (residents, postdoctoral scholars, and students) and 220 staff and has an annual operating budget of approximately $170 million.

Key Responsibilities:

• Manage, plan, and administer a range of administrative operations for the Dean’s Office.
• Provide executive-level administrative, operational, and staff support.
• Manage the calendars of the Vice Dean and Vice Dean of Administration and Finance, coordinating complex appointments, meetings, and related logistics.
• Serve as backup to the Dean’s Executive Assistant.
• Plan, coordinate, and implement Dean’s Office department meetings, including preparation of agendas and meeting minutes.
• Maintain and enhance the Dean’s employee database.
• Manage the School of Pharmacy employee wellness program in partnership with the campus wellness group.
• Coordinate staff wellness activities, faculty lectures, volunteer events, retirement celebrations, holiday gatherings, and other special events.
• Coordinate travel arrangements for Commencement VIP guests.
• Prepare and manage correspondence for Apple Teaching Awards.
• Manage special projects, including Town Halls, Full Faculty Meetings, Apple Teaching Awards, Mary Anne Koda-Kimble Innovation Seed Awards, and other Dean’s Office initiatives.
• Assist with procurement activities, including drafting and processing purchase orders and applying University procurement policies and procedures.
• Coordinate and participate in human resources activities, including employment, training, classification, payroll documentation, and reporting.
• Prepare and summarize financial and human resources reports.
• Serve on departmental and organizational committees.
• Develop and implement procedures for office supply inventory and equipment maintenance.
• Coordinate annual equipment inventory activities with the Controller’s Office.
• Manage office supplies and administrative resources.
• Administer facilities, space logistics, and equipment needs.
• Serve as liaison with central IT and maintain information technology equipment inventory.
• Serve as Access Administrator and Door Authorizer for the School of Pharmacy Dean’s Office.
• Serve as Space Coordinator, managing shared facilities and space logistics.
• Coordinate facility renovations and maintenance with Facilities Management.
• Act as departmental safety coordinator.
• Assist with fundraising-related activities as needed.
• Perform other duties as assigned.

Required Qualifications

• Bachelor’s degree in a related field and/or equivalent experience or training.
• Minimum of three years of related experience.
• Thorough knowledge of University rules, regulations, processes, protocols, and procedures related to budget, accounting, fund management, and/or personnel management.
• Strong interpersonal, verbal, and written communication skills, including active listening, critical thinking, advising, and counseling.
• Knowledge of administrative operations including event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Solid knowledge of common University-specific computer applications.
• Ability to use discretion and maintain confidentiality.
Strong planning, analytical, problem-solving, and customer service skills.

Preferred Qualifications

• Thorough knowledge of financial analysis and reporting techniques and/or human resources policies and procedures for staff and academic employees.
• Experience assisting with program planning and collaborating with program or project staff.
• Project management experience, including developing project plans with defined goals, deliverables, resources, budgets, and timelines for projects of moderate scope and complexity.