Administrative Officer 3
8 days ago
San Francisco
The Administrative Officer (AO3) provides comprehensive administrative and operational support for the Education in Palliative and End-of-Life Care (EPEC) - Pediatrics Europe program. Working under the direction of the Principal Investigator, Dr. Stefan Friedrichsdorf, and program designees, the AO3 plays a key role in managing program activities, managing logistics, and supporting effective communication among international partners. The AO3 serves as the primary liaison to the administrative and leadership team in Prague, Czech Republic, facilitating alignment between U.S.-based and European program operations. The AO3 will coordinate activities in collaboration with the European-based program coordinator, UCSF, and the steering committee on programmatic work. The AO3 will also assist with travel and reimbursement logistics for the annual Train-the-Trainer and Professional Development Workshop. Financial responsibilities include process, monitoring payments and reimbursements for all U.S.-based program participants-such as honoraria, vendor invoices, and travel-related expenses-using UCSF systems and in collaboration with the UCSF grants management team. In addition, the AO3 will work with the GME Office to manage and coordinate activities related to EPEC program to meet CME standards including orientation, registration and enrollment, marketing, booking location and RFP site selection, manage mailing lists, send notification and save the date, content development with course lead, brochure coordination and dissemination, review space, coordinate IT support related to audio/visual, catering event, and communicate information in a timely manner. The AO3 supports the EPEC-Pediatrics Europe Steering Committee, Advisory Council, and Task Forces by scheduling and organizing recurring Zoom meetings, preparing materials, recording minutes, and ensuring timely follow-up on action items. Additional responsibilities include day-to-day program coordination, conference planning and logistics, and supporting program evaluation activities, such as setting up and tracking participant feedback surveys. Required Qualifications • Bachelor's degree in a relevant field (e.g., business administration, education, public health, or related area) and at least three years of administrative experience, and/or an equivalent combination of education and experience, • Minimum 3 years of related experience, • Ability to use discretion and maintain confidentiality, • Strong skills in short-term planning, analysis, problem-solving, and customer service, • Experience with calendaring and setting up meetings, • Able to multi-task, • Critical thinking paired with strong skills in team work and use of judgement in determining priorities, • Demonstrates exceptional attention to details, crucial for identifying and rectifying discrepancies; proven ability to accuracy or work, • Proven ability to effectively present information verbally and in writing with a clear and concise manner, • Demonstrated organizational and time management skills with the ability to prioritize multiple tasks, meet deadlines, and maintain attention to detail, • Strong written and verbal communication skills, including the ability to draft professional correspondence, meeting summaries, and reports, • Experience coordinating meetings and events (in-person and virtual) using platforms such as Zoom or Microsoft Teams, • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general comfort with online systems and databases, • Ability to work independently and collaboratively in a fast-paced, dynamic academic environment, • Professionalism, discretion, and the ability to handle confidential information appropriately, • Strong interpersonal skills and ability to work effectively with faculty, staff, students, and international partners, • Ability and flexibility to travel to Europe as necessary to meet project needs, • Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills with utmost diplomacy Preferred Qualifications • Demonstrated background and track record of interest in education, • Knowledge of the EPEC-Pediatrics program through past exposure to conferences and program leadership, • Proficiency in written and spoken English and Spanish, • Experience developing and delivering educational curricula and CME program, • Experience with teaching in multicultural settings, • Strong interest in pediatric palliative care, • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management, • 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, • Solid knowledge of common University-specific computer application programs, • Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees, • Knowledge of University systems such as MyExpense, BearBuy, UCPath, PeopleSoft Financials, and other Required Qualifications • Bachelor's degree in a relevant field (e.g., business administration, education, public health, or related area) and at least three years of administrative experience, and/or an equivalent combination of education and experience, • Minimum 3 years of related experience, • Ability to use discretion and maintain confidentiality, • Strong skills in short-term planning, analysis, problem-solving, and customer service, • Experience with calendaring and setting up meetings, • Able to multi-task, • Critical thinking paired with strong skills in team work and use of judgement in determining priorities, • Demonstrates exceptional attention to details, crucial for identifying and rectifying discrepancies; proven ability to accuracy or work, • Proven ability to effectively present information verbally and in writing with a clear and concise manner, • Demonstrated organizational and time management skills with the ability to prioritize multiple tasks, meet deadlines, and maintain attention to detail, • Strong written and verbal communication skills, including the ability to draft professional correspondence, meeting summaries, and reports, • Experience coordinating meetings and events (in-person and virtual) using platforms such as Zoom or Microsoft Teams, • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general comfort with online systems and databases, • Ability to work independently and collaboratively in a fast-paced, dynamic academic environment, • Professionalism, discretion, and the ability to handle confidential information appropriately, • Strong interpersonal skills and ability to work effectively with faculty, staff, students, and international partners, • Ability and flexibility to travel to Europe as necessary to meet project needs, • Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills with utmost diplomacy Preferred Qualifications • Demonstrated background and track record of interest in education, • Knowledge of the EPEC-Pediatrics program through past exposure to conferences and program leadership, • Proficiency in written and spoken English and Spanish, • Experience developing and delivering educational curricula and CME program, • Experience with teaching in multicultural settings, • Strong interest in pediatric palliative care, • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management, • 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, • Solid knowledge of common University-specific computer application programs, • Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees, • Knowledge of University systems such as MyExpense, BearBuy, UCPath, PeopleSoft Financials, and other, • Experience with working with physicians in academic setting
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