Division Analyst

General Information

Job Name Division Analyst Department 1230310 - M ObGyn GynOnc Core Position type Full Time Workplace Flexible 2 Days On-Site Primary Location San Francisco, CA, United States Job ID 6663

Description & Requirements

Job Description

The Division Analyst will provide administrative and analytical support to the Division of Gynecologic Oncology (Gyn Onc) as well as additional division specific programs and events in the Department of Obstetrics, Gynecology, & Reproductive Sciences.  The Division Analyst will serve as the main liaison of the Gynecologic Oncology (Gyn Onc) Division, in partnership with the Assistant Division Administrator, and provide direct support to the Division Chief, Program Directors (e.g. Division, Fellowship, etc.), and faculty members, ensuring that Division operates at the level of excellence expected by the UCSF community and our external constituents. The individual will communicate on behalf of the Chief and Program Directors (e.g. Division, Fellowship, etc.) with UCSF faculty and leadership, funders, the public and governmental agencies. This position will receive   general directions from the Division Chief, Program Directors, faculty members and/or the Assistant Division Administrator in the form of objectives with deadline driven goals. The Division Analyst will be responsible for maintaining project deliverables of the division and creating project timelines to ensure operational efficiency across multiple entities that the Gyn Onc Division interacts with. The position will also manage the maintenance of Gyn Onc standard operating procedures and will handle communications regarding any new process improvement developments or changes in the existing processes.

The incumbent manages and administers a wide range of administrative operation for the Division Chief, Director, faculty, fellows, clinical research coordinators, research associates of the Division of Gyn Onc. These include but not limited to the following:  

• Oversee the daily operations of the academic office of the Division of Gyn Onc
• Serve as the administrative lead in the Division
• Manage the Division Chief’s complex calendars to align with the Chief’s commitment and responsibilities 
• Manage complex projects, maintain costs for the division, purchase and maintain supply inventory, and manage space logistics 
• Serve as the liaison to faculty, staff and external organizations, provide assistance in the absence of the Division Chief, coordinate faculty and staff recruitment, process payroll, coordinate physician credentialing/ privilege process and Physician and Non-Physician Practitioner (PNPP) program time study, draft correspondence, letters, CV, bio sketches, develop website and coordinate staff, educational and development events
• Organize multi-layered interviews for faculty recruitment as well as onboarding/offboarding 
• Facilitating logistics for division meetings and/or events
• Provide executive support to other faculty members including the Fellowship Program Director, and others in the Division as needed
• Receive direction from department Fellowship Administrator to coordinate Gyn Onc division specific program logistics, meetings, events, etc.
• Organize staff engagement events and work with the Gyn Onc Friend’s Circle to develop philanthropic opportunities
• Serve on committees representing the Division of Gyn Onc in the Department of Obstetrics, Gynecologic & Reproductive Sciences
• Manage other duties as assigned and may serve as a floater for other divisions in the department as directed by their supervisor

The Division Analyst must be able to triage and prioritize in a fast-paced environment, work independently with minimal supervision, remain current in technological applications, be exceedingly well-organized and flexible, be a pragmatic problem-solver and a team player, with excellent communication skills and meticulous attention to detail. Diplomacy and tact are essential, together with excellent verbal and written communication skills.

Qualifications REQUIRED: - Bachelor's degree in any related area and / or equivalent experience/training. - Minimum one (1) year of experience in administrative analysis or operations research. - Ability to use sound judgment in responding to issues and concerns. - Excellent communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner. - Excellent organizational skills, analytical, and demonstrated attention to detail and have the ability to multi-task with demanding timeframes. - High level administrative experience with the ability to work with extremely complex faculty calendars / schedules requires extremely well organized and detail oriented precision. - Ability to use discretion and maintain confidentiality. - Ability to establish priorities and ensure timely execution of deliverables. - Ability to work independently and within a team in a fast paced environment. - Strong knowledge of common organization-specific and other computer application programs, including Word, Excel, PowerPoint, Endnote, Mail Clients and Scheduling Software, WebEx, Zoom, Jabber. PREFERRED: - Minimum of 2 years of Project Management experience and/or equivalent experience in logistics or coordination of large to small meetings/events or training. - Experience using UCSF systems: MyAccess, Bearbuy, Advance, MyExpense - UCSF work experience in academic research teaching and clinical department. - Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

Additional Details

Job Code ADMIN OFCR 2 CX (004263) Assignment Category Career IAP Level None Job Family General Administration Campus 1 Mission Bay (SF) Percentage (%) 100.00 Shift Length 8 hours Shift Type Day Bargaining Unit CX