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Project Analyst

University of California, San Francisco
San Francisco, USA
Full-time
Junior · 2+ years experience
Onsite
Discovered 6 days ago

Full Job Posting

Required Qualifications:

  • Bachelor's degree in related area and / or equivalent experience / training
  • Minimum 2 years of experience in administrative operations
  • Working knowledge of common organization-specific and other computer application programs. Excellent proficiency in MS Office applications (Word, Excel and Outlook). Demonstrated skill in word processing to prepare correspondence and other documents with speed and accuracy; Ability to learn how to utilize other programs as needed
  • Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing including a basic understanding of medical science in order to support faculty with transcribing letters
  • Solid organizational skills and ability to multi-task with demanding timeframes.Ability to work on multiple projects simultaneously and effectively prioritize tasks with competing deadlines.
  • Ability to meet deadlines in a timely an accurate manner with excellent attention to detail
  • Demonstrated experience working independently with minimal supervision, using initiative and resourcefulness in performing job duties in areas of responsibilities and in the execution of additional duties as assigned; Ability to use sound judgment in responding to issues and concerns
  • Working knowledge of accounting, finance and the ability to interpret and prepare basic financial reports. Analytical skills to collect, sort, process qualitative and quantitative data and provide quality reporting

Preferred Qualifications:

  • Ability to use discretion and maintain confidentiality
  • Experience working in academic medical setting and understanding best business practices
  • Knowledge of UC Financial systems such as MyReports, MyExpense, BearBuy, and HBS

Responsibilities

  • 50% - Essential: Vice Chair of Academic Affairs, Dr. Finlayson Faculty Practice Organization (FPO): • Updates and distributes work plans as required for possible new pilot projects. Utilizes work plans to track and monitor progress on pilot projects. • Plans/coordinates, organizes and attends strategy meetings with collaborative units including Quality Department, Patient Experience Department, Medical Directors, Community Providers, and Administrative Directors. • Organize agenda for Surgical Director’s Meeting: keep database of meeting, meeting minutes, and disseminates meeting minutes to Chairs across the institution • Works closely with the Chair’s office Finance Unit and Dr. Finlayson to analyze and create Department level reports including clinical unit and divisional metrics on new patient visits, time to new appointment, revenue, satisfaction of referring physicians, and OR utilization. Faculty Development Program: • Maintains a faculty mentoring database. • Works with Director to research and gather information to submit the annual faculty mentoring program report to the Department Chair. • Schedule annual Assistant Professor meetings. • Ensure faculty compliance with annual documentation requirements. • Compile and submit updated mentor and mentee list annually to SOM Faculty Development Program office. • Work with the Leadership Coaching Program to ensure contracts are up to date with outside vendors and help with navigating billing and invoices as needed.
  • 30% - Essential: Executive-level Administrative Support: • Act as high level executive liason between Dr. Finlayson and the other Colorectal Surgery faculty, administrators, Dean’s Office, medical center administration and colleagues at national institutions and other Universities, public officials and other persons outside the University. This will require independent decision-making for advising and information sharing and establishing priorities. Must be able to work with various groups, including senior management level staff, faculty, fellows, residents and students to ensure the timely resolution of affairs. • Evaluate incoming correspondence and communications. Draft and transcribe correspondence of a general, confidential and scientific personal nature for the PI’s review and signature. Provide analytical support and independently generate handwritten and dictated documents. Maintain Dr. Finlayson and the Colorectal Surgery faculty’sCV and all research documents including NIH Biographical Sketch. • Independently responsible for producing visual aids, (ie. Prints and slides of figures, tables, computer graphics, slide making for presentations of materials and photocopying of meetings for high level meetings) • Independently responsible for generating and coordinating executive level responses on behalf of the PI to requests and inquiries from the campus, medical center, the public and national organizations and agencies. Priortize, screen, direct and place phone calls, respond to inquiries and direct to PI as appropritate. • Independently compose letters, word process and edit confidential internal and external groups coordinating arrangements for on and offsite meetings and conferences. • Arrange academic travel • Maintains a comprehensive calendar, scheduling meetings with multiple internal and external groups coordinating arrangements for on and offsite meetings and conferences. • Coordinate faculty onboarding with Operations Manager along with other relevant work units including obtaining required documentation to ensure recruits obtain appropriate ID Badge, parking permits, access to email.
  • 15%: Finance and Accounting: • Review, process and submit invoices and reimbursements in a timely and accurate manner using the on-line systems (My Expense and Bear Buy). • Independently troubleshoot purchasing and reimbursements issues by working with UCSF IT support and accounting staff. • Independently review reimbursements and ensure that required supporting documents (i.e. detailed receipts) are obtained and submitted as appropriate. • Maintain detailed and accurate financial records of reimbursements and purchasing items (i.e copies of submitted invoices, logs, and employee receipts). • Work with Chair’s office Finance Unit staff and Accounts Payable staff to set up new purchase orders when required. • Work with the Operation Manager to educate faculty on University and Departmental policies regarding reimbursements as required. • Research items that cannot be reconciled to determine details and work with relevant parties to resolve and remove item from Divisional ledgers (i.e. erroneous pager and cell phone charges). • Maintain records of all checklists and documentation for audit purposes. • Prepare accounting forms such as check requests, travel advances, and reimbursement of travel expenses for non-sponsored and sponsored funding • Upon request, work with Supervisor to develop and generate ledger reconciliation and financial reports as needed.
  • 5%: Information Technology: • Coordinate the maintenance of faculty email and network access accounts including requests for the creation of accounts, the removal of accounts, and the transfer of files and/or mail data for faculty. • Work with Operations Manager to advise all faculty on issue of data security, including password maintenance, appropriate locations for storage of data, and department policy governing the confidentiality of email and other electronic resources. • In conjunction with the Medical Center Help Desk and the Practice Manager, coordinate administration of all user accounts for Apex, STOR and other clinical information systems. Educate users to assure that associated security policies are adhered to at all times. • Advise faculty on responsibilities related to ergonomics, proper care and maintenance of computer hardware, theft prevention, and policies governing the use of university equipment. • Advise faculty on appropriate use of available computer support resources (i.e. IT help desk). • Work with ISU manager to address ongoing desktop support needs, to address network performance issues, prepare for office relocation as necessary. • Work with the faculty to ensure that all relevant websites are updated in a timely manner to include updates to faculty bios, CVs, and areas of specialty.
  • 50% - Essential:
  • Vice Chair of Academic Affairs, Dr. Finlayson Faculty Practice Organization (FPO):
  • Updates and distributes work plans as required for possible new pilot projects. Utilizes work plans to track and monitor progress on pilot projects.
  • Plans/coordinates, organizes and attends strategy meetings with collaborative units including Quality Department, Patient Experience Department, Medical Directors, Community Providers, and Administrative Directors.
  • Organize agenda for Surgical Director’s Meeting: keep database of meeting, meeting minutes, and disseminates meeting minutes to Chairs across the institution
  • Works closely with the Chair’s office Finance Unit and Dr. Finlayson to analyze and create Department level reports including clinical unit and divisional metrics on new patient visits, time to new appointment, revenue, satisfaction of referring physicians, and OR utilization.
  • Faculty Development Program:
  • Maintains a faculty mentoring database.
  • Works with Director to research and gather information to submit the annual faculty mentoring program report to the Department Chair.
  • Schedule annual Assistant Professor meetings.
  • Ensure faculty compliance with annual documentation requirements.
  • Compile and submit updated mentor and mentee list annually to SOM Faculty Development Program office.
  • Work with the Leadership Coaching Program to ensure contracts are up to date with outside vendors and help with navigating billing and invoices as needed.
  • 30% - Essential:
  • Executive-level Administrative Support:
  • Act as high level executive liason between Dr. Finlayson and the other Colorectal Surgery faculty, administrators, Dean’s Office, medical center administration and colleagues at national institutions and other Universities, public officials and other persons outside the University. This will require independent decision-making for advising and information sharing and establishing priorities. Must be able to work with various groups, including senior management level staff, faculty, fellows, residents and students to ensure the timely resolution of affairs.
  • Evaluate incoming correspondence and communications. Draft and transcribe correspondence of a general, confidential and scientific personal nature for the PI’s review and signature. Provide analytical support and independently generate handwritten and dictated documents. Maintain Dr. Finlayson and the Colorectal Surgery faculty’sCV and all research documents including NIH Biographical Sketch.
  • Independently responsible for producing visual aids, (ie. Prints and slides of figures, tables, computer graphics, slide making for presentations of materials and photocopying of meetings for high level meetings)
  • Independently responsible for generating and coordinating executive level responses on behalf of the PI to requests and inquiries from the campus, medical center, the public and national organizations and agencies. Priortize, screen, direct and place phone calls, respond to inquiries and direct to PI as appropritate.
  • Independently compose letters, word process and edit confidential internal and external groups coordinating arrangements for on and offsite meetings and conferences.
  • Arrange academic travel
  • Maintains a comprehensive calendar, scheduling meetings with multiple internal and external groups coordinating arrangements for on and offsite meetings and conferences.
  • Coordinate faculty onboarding with Operations Manager along with other relevant work units including obtaining required documentation to ensure recruits obtain
  • appropriate ID Badge, parking permits, access to email.
  • 15%:
  • Finance and Accounting:
  • Review, process and submit invoices and reimbursements in a timely and accurate manner using the on-line systems (My Expense and Bear Buy).
  • Independently troubleshoot purchasing and reimbursements issues by working with UCSF IT support and accounting staff.
  • Independently review reimbursements and ensure that required supporting documents (i.e. detailed receipts) are obtained and submitted as appropriate.
  • Maintain detailed and accurate financial records of reimbursements and purchasing items (i.e copies of submitted invoices, logs, and employee receipts).
  • Work with Chair’s office Finance Unit staff and Accounts Payable staff to set up new purchase orders when required.
  • Work with the Operation Manager to educate faculty on University and Departmental policies regarding reimbursements as required.
  • Research items that cannot be reconciled to determine details and work with relevant parties to resolve and remove item from Divisional ledgers (i.e. erroneous pager and cell phone charges).
  • Maintain records of all checklists and documentation for audit purposes.
  • Prepare accounting forms such as check requests, travel advances, and reimbursement of travel expenses for non-sponsored and sponsored funding
  • Upon request, work with Supervisor to develop and generate ledger reconciliation and financial reports as needed.
  • 5%:
  • Information Technology:
  • Coordinate the maintenance of faculty email and network access accounts including requests for the creation of accounts, the removal of accounts, and the transfer of files and/or mail data for faculty.
  • Work with Operations Manager to advise all faculty on issue of data security, including password maintenance, appropriate locations for storage of data, and department policy governing the confidentiality of email and other electronic resources.
  • In conjunction with the Medical Center Help Desk and the Practice Manager, coordinate administration of all user accounts for Apex, STOR and other clinical information systems. Educate users to assure that associated security policies are adhered to at all times.
  • Advise faculty on responsibilities related to ergonomics, proper care and maintenance of computer hardware, theft prevention, and policies governing the use of university equipment.
  • Advise faculty on appropriate use of available computer support resources (i.e. IT help desk).
  • Work with ISU manager to address ongoing desktop support needs, to address network performance issues, prepare for office relocation as necessary.
  • Work with the faculty to ensure that all relevant websites are updated in a timely manner to include updates to faculty bios, CVs, and areas of specialty.

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