Psychiatry

Full Time

70898BR

Job Summary

This position plays a key role in developing, coordinating, managing, and executing tasks and projects under the purview of the Administrative Supervisor, Chief of Staff and on a more limited basis, the DPBS Executive Vice Chair and Psychology Vice Chairs. This will require the capacity to deal with diverse constituencies of all ranks, a facility for multitasking and deal with high volumes of work, and a honed sense for problem-solving and project management.

The Executive Analyst will be responsible for departmental events management and related coordination with the operations team. Additional responsibilities related to the chair’s office and under the purview of the Administrative Manager and Chief of Staff include but is not limited to: assistance with faculty search and leadership selection processes, tracking and memorialization of DPBS policy decisions, coordination and tracking of DPBS committees and membership, and letter writing. As noted above, the Executive Analyst will also be responsible for managing the Executive Vice Chair and Psychology Vice Chair’s schedules and meetings, ensuring all background briefing materials are assembled, relevant constituencies have given feedback where needed, and any issues of concern are addressed ahead of time with them so that they are well informed.

The Executive Analyst will also work closely with the Administrative Supervisor, Chief of Staff, and other DPBS leadership on projects designed to improve effectiveness or efficiency in operations, develop benchmarks or policies, or enable the chair’s office to serve the department. The Executive Analyst uses advanced skills and knowledge of the UC system and its myriad applications and must be well versed in the policies and processes of a variety of areas. A strong candidate will have familiarity with UC policies, processes and tools around scheduling, events, and project management.

The candidate serves as a key resource for faculty, staff and departmental leadership seeking services from the chair’s office, access the Executive Vice Chair and Psychology Vice Chairs, or with concerns for areas under the purview of the those above. The candidate is expected to address strategic issues and to resolve complex issues and situations.

The Executive Analyst will be expected to work primarily on-site, however a hybrid schedule will be agreed upon with the Administrative Manager. The candidate will be expected to be on site, if needed, for events, and may be required to work early mornings, evenings, or on weekends.

Department Description

The Department of Psychiatry is one of the largest departments in the School of Medicine (SOM). The Department’s mission is research (basic, translational, clinical), teaching, patient care and public service. The Department has an organizational structure that crosses all major UCSF sites – Parnassus, Mission Bay, Zuckerberg San Francisco General (ZSFG), San Francisco Veterans Affairs Medical Center (SFVAMC), and Laurel Heights.

The Department is large and administratively complex with an FY16 annual operating budget of over $112 million, approximately 200 paid faculty (including SFVA faculty), 25 Emeritus and recall faculty, 30 MSP physicians, 110 residents, fellows and postdoctoral scholars, 450 staff, and 225 volunteer faculty. Following a year-long strategic planning effort that was co-sponsored with the leadership of UCSF Health, the Department Chair and Chief of Staff are leading a multi-year implementation of Psychiatry’s strategic plan for significant expansion of mental health services within UCSF Health.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum of three years relevant work experience
• Knowledge of a variety of administrative operational activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Knowledge of common University-specific computer application programs.
• Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Strong skills in short term planning, analysis and problem-solving and customer service.
• Demonstrates excellent skills in Microsoft Office tools such as Outlook, Word, Excel, PowerPoint and Access. Demonstrated ability to perform advanced online searches. Demonstrated ability to learn new computer skills and programs quickly.
• Demonstrated ability to work and learn new skills effectively and professionally in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, and efficient.
• Demonstrated excellent interpersonal skills. Demonstrated ability to represent executives to many different constituencies, including university staff, faculty and leadership, funding agencies, other institutions, and government and community-based organizations.
• Demonstrated excellent writing, editing, and proofreading skills.
• Demonstrated excellent organizational skills and ability to produce detail-oriented and accurate documents, spreadsheets, and reports.
• Demonstrated excellent customer service skills.
• Demonstrated excellent attendance and reliability.
• Demonstrated initiative and resourcefulness.
• Demonstrated ability to understand the appropriate action when interacting with confidential and/or sensitive information. Previous experience with Protected health information (PHI) and a fundamental understanding of Health Insurance Portability and Accountability Act (HIPAA) regarding an administrative and clinical setting. This position will require on-line and possible in person courses for PHI and HIPAA compliance with UCSF standards.

Preferred Qualifications

• Broad understanding of UCSF mission, goals, organization, direction, practices, policies, procedures, and website.
• Prior UCSF or UC experience. Basic knowledge of UC policies and procedures for administrative, accounting, and purchasing management; or ability to research University policies (such as procurement and institutional policies and procedures).
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

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 San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Job Code and Payroll Title

007377 ADMIN OFCR 3

Job Category

Administrative Support

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Additional Shift Details

Monday-Friday; 8am to 5pm