Administrative Officer 3

1 day ago

San Francisco CA United States National Community Pharmacists Association Full time

The duration of this temporary role is approximately 1 year.

Reporting to the Vice Dean of Administration and Finance, the Office Administrator is responsible for managing and completing special projects as assigned, events, meetings, providing comprehensive executive, analytic, and staff support to the Vice Dean and the Vice Dean of Admin and Finance and other administrative needs of the School of Pharmacy Dean's Office (SOP-DO).

The Operations Analyst will assist the Vice Dean of Administration and Finance on space management, administrative functions, and special projects. The incumbent will ensure space inventory is accurate and facilitate the day-to-day operations of the shared facilities and space logistics in the building for SOP-DO. The incumbent will serve as backup to the Dean's Executive Assistant and assist the Dean's Office with the Gallup Survey and manage the SOP Wellness program in partnership with the Campus.

This position requires discretion and independent judgment as well as the ability to work autonomously when solving operational issues that are highly sensitive or complex in nature. He/she must possess excellent communication skills, both verbal and written, and have the ability to work as a reliable and flexible member of a team handling multiple responsibilities in an environment of shifting priorities.

Key Responsibilities:

  • 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.
  • Provides high-level administrative, operations, and staff support.
  • Manages the calendars of the Vice Dean and Vice Dean of Administration and Finance, arranging complex calendar appointments, setting up meetings involving leadership entities, and facilitating logistics for meetings/events.
  • Oversees and manages the planning, coordinating, and implementing of SOP-DO Department meetings. Prepares agendas and minutes.
  • Maintains and enhances the Dean's Employee Database.
  • Manages SOP employee wellness programs in partnership with the Campus Wellness group; organizes staff wellness activities, lectures by faculty, and off-campus volunteer events.
  • Organizes ad hoc committees appointed by the executive on a broad range of issues.
  • Plans and executes retirement celebrations, holiday gatherings, and other events for Dean's Office leadership; coordinates travel for Commencement VIP guests.
  • Manages and prepares letters for over 400 Apple Teaching Awards.
  • 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.
  • Manages special projects such as the Dean's Office Town Halls, Full Faculty Meetings, Apple Teaching Awards, Mary Anne Kodal Kimble Innovation Seed Awards, and other special projects that arise due to the nature of the Dean's Office.
  • Assists in all procurement functions. Drafts and executes purchase orders, reviews requisitions, and interprets and applies University policies and procedures.
  • 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 the unit/department.
  • Develops and implements procedures for supply inventory and keeps equipment in good working condition.
  • Interfaces with the Controller's Office in conducting annual equipment inventory.
  • Manages office stocking of supplies and other administrative tools.
  • Administers facilities and space logistics and manages equipment needs.
  • Serves as technical liaison with central IT and maintains an inventory of information technology equipment.
  • Serves as Access Administrator and Door Authorizer for the SOP Dean's Office, responsible for reviewing and acting on requests for access to spaces under the SOP-DO.
  • Serves as Space Coordinator for SOP-DO, managing the daily operations of shared facilities and space logistics in the building.
  • Coordinates facility renovations and works with Facilities Management on maintenance of SOP space.
  • Acts as safety coordinator.
  • May assist with fundraising-related duties.
  • Performs other duties as needed.

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

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