Executive Analyst

JOB DESCRIPTION

Under the supervision of the Dean’s Office Manager, the Executive Analyst oversees and manages the day‑to‑day operations of the School of Dentistry Dean’s Office, providing high‑level administrative and project management support. The incumbent serves as a key liaison with centralized administrative units, including Finance, IT, and Facilities, to ensure the operational needs of the Dean’s Office are effectively met. In addition, this role coordinates and leads special projects and assignments that are sensitive and complex in nature, requiring a high degree of independence, sound judgment, and initiative in execution. This is an onsite position. Department Description UCSF School of Dentistry Mission: Excellence in patient care, education, discovery and service Vision: Advancing health for all Values: Through our values, we demonstrate PRIDE in all that we do: Professionalism, Respect, Integrity, Diversity and Excellence. Founded in 1881, UCSF School of Dentistry is a leading institution of oral and craniofacial health. Our community of faculty, staff, learners and alumni are devoted to training the next generation of clinicians and scientists, conducting groundbreaking research to improve health and delivering excellent dental and oral health care to patients and the community. Our degree and residency programs are considered among the top in the nation, and are distinguished by the unique mix of clinical, research and community service experience they offer. Our research enterprise is world renowned and is the leader among dental schools nationwide in research funding, consistently ranking #1 in NIH funding for nearly 30 years. Patient care is a core component of our mission. Faculty, resident and student providers deliver outstanding care through UCSF Dental Center, which sees over 120,000 patient visits per year, as well as numerous locations in the community, including those focused on underserved and vulnerable populations. Learn more about UCSF School of Dentistry’s education, research, patient care and public service programs at dentistry.ucsf.edu and ucsfdentalcenter.org. Responsibilities Manages and schedules the Dean's and Vice Dean's complex calendars; proactively resolves scheduling issues. Serves as the primary point of administrative contact and liaison with other departments, units, individuals, and institutions on operational and programmatic matters. Oversees and ensures daily administrative operations run smoothly for the Dean's Office, including handling walk‐up and phone interactions, incoming correspondence, and day‑to‑day problems. Manages travel plans and expenses for the Dean, Vice Dean, and invited guests; assists in securing airfare and hotel accommodations; reconciles travel and expense transactions in accordance with university policies. Monitors the Deans’ long‑range activities and commitments; works closely with the Executive Support Team to keep them informed of upcoming commitments and responsibilities. Triages complaints to identify, mediate, and resolve patient complaints referred to the Dean’s Office. Processes accounting requests including travel reimbursements, meeting expense reimbursements, and vendor payment requests. Provides office coordination backup support as needed; answers Dean's Office main phone line and responds to inquiries. Ensures workspace, computer, equipment, mailbox, and appropriate software are ready for new employees' start date. Updates and maintains Dean's Office org charts; manages and streamlines shared drives and listservs. Supports staff engagement and morale through administration of programs including team building events. Collects feedback, makes recommendations, and implements new practices to improve the new employee experience and working environment. May serve on committees, representing department / unit. Other duties as assigned. Participates in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses. Organizes high‑level meetings, developing and implementing standard procedures, and analyzing materials and presentations; coordinates information from other departments and tracks completion. Supports planning and executing a variety of complex special events, which may include retreats, summits, receptions, recognition events, and special committees; may lead planning of materials, venues, technical needs, menus, and coordination with special guests. Assists with and leads school‑wide special projects and events including room reservations, event planning/coordination, hospitality/catering, and logistics. Assists with event budget preparation, sources cost‑effective locations and vendors, manages spending within budgets, and communicates spending limits to event hosts. Assists various program managers/directors with special projects and activities, including outreach efforts, orientations, and other activities throughout the Dentistry community. Functions as the gatekeeper; understands requirements of the Dean and Vice Dean to prioritize issues according to urgency and allocate time for scheduled events, travel, and meetings. Prepares and responds to correspondence and documents in a timely manner in accordance with university policies and procedures. Makes contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy. Prepares responses to urgent divisional requests on behalf of the executive; reviews outgoing correspondences for grammar, correctness, completeness, and appropriate attachments. Prepares thank‑you acknowledgements and follow‑up correspondence for meetings and events. Drafts and distributes memos and reports as assigned; creates and implements communications/invitations; evaluates events' success and makes recommendations for improvement. Creates promotional materials for events. Develops and implements procedures for supply inventory; ensures office supplies are maintained at adequate levels. Oversees maintenance and repair of equipment and electrical/mechanical systems; manages office equipment including copier, shredding service, and telephones. Coordinates building and maintenance issues for general repair (HVAC, security, etc.) and updating (carpet cleaning, painting, etc.). Plans for future replacement of equipment; develops and maintains a tracking system for available electronic equipment. Supports office moves and remodeling projects by working with Facilities Management, furniture vendors, space planners, and IT; oversees use of storage space. Support office moves and completes remodeling projects by working with Facilities Management, furniture vendors, space planners, IT, etc. Coordinates UCSF Annual Space Survey for Dean’s Office. Oversees the use of storage space. Monitors the facility to ensure that it remains safe, secure, and well maintained. Prepares and keeps up to date the Emergency Action Plan for the Dean’s Office. Qualifications Required Qualifications Bachelor's degree in business or in related area. 3-5 years of relevant experience / or equivalent experience / training. Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management. Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. 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. Ability to use discretion and maintain confidentiality. Strong skills in short‑term planning, analysis, problem‑solving, and customer service. Strong organizational skills and ability to multi‑task with demanding timeframes. Demonstrated ability to manage multiple projects in a high stress, fast paced, detail oriented, deadline driven environment. Demonstrated proficiency with Microsoft Suite (ex. Word, Outlook, Powerpoint). Preferred Qualifications Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees. Prior experience working in an academic environment. Experience with UCSF systems. 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 here. 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. Salary Information 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. To learn more about the benefits of working at UCSF, including total compensation, please visit: #J-18808-Ljbffr UCSF Health