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Administrative Officer 3
PEDS-PAIN PAL INTEGRA MED Job Summary Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
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.
The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement. The salary range for this position is $78,900 - $167,300 (Annual Rate). To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html Department Description The Department of Pediatrics is one of the largest and most complex departments in the School of Medicine. The Department comprised of 19 divisions employing over 300 faculty, 83 fellows, 84 residents, and 31 post docs, NFA, and 170 staff. The Department has an annual clinical income from inpatient and outpatient activities totaling over $90M and annual extramural funding (contracts and grants) exceeding $40M. The Department ranks 17th in the nation among Pediatric departments for funding from the National Institutes of Health. 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
About UCSF The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells. Pride Values UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.
In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu
Join us to find a rewarding career contributing to improving healthcare worldwide. Equal Employment Opportunity The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law. Job Code and Payroll Title 004800 ADMIN OFCR 3 CX Job Category Administrative Support Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Location San Francisco, CA Additional Shift Details M-F (8a - 2p) |
University of California - San Francisco
Nov 25, 2025