Administrative Officer II

The Administrative Officer II reports to the Administrative Supervisor of the section, acts as a shared resource, and is responsible for activities that support the section's operation and patient care services. This position provides analytical and administrative support to the operational and medical teams, including the performance of detailed technical work related to data entry/collection and analysis, development of reports needed for operational management and regulatory compliance, consolidation/ summarization of information, and making recommendations for process improvement. 50% of time Provides daily operational and financial support for the Clinical Laboratory Client Services and Outreach programs. Serves as the primary lead for vendor invoice processing, blood product invoices, and accruals, and related financial workflows to ensure timely and accurate payment of laboratory expenses. Develop reporting tools and perform analysis for various routine and special projects on a monthly, quarterly, or ad hoc basis, identify trends and concerns, and make recommendations for process improvement. Processes and reconciles vendor invoices, coordinates vendor invoice follow-up, distributes invoice attachment emails to assigned staff, maintains invoice tracking records, and prepares monthly blood product accruals and invoice processing documentation as needed. Work with the supervisor to compile data for productivity, errors, or delays in daily operations with documented corrective actions and monitoring of improvement. Serves as lead for financial function and processes of the Clinical Lab related to invoices for payment by Accounts Payable. Works closely with the Administrative Supervisor and collaborates with Accounts Payable, Procurement, and Vendors, to reconcile any Clinical Lab invoice-related issues. Serves as a liaison between Clinical Laboratory departments and internal/external stakeholders to resolve operational and financial issues in a timely manner. Manage document control in the section. Oversees the Procedure and Policy implementation and archive process, whether paper/electronic/file system, or via an electronic document control software system, following guidance/instructions provided. 30% of time Provides operational support for the Clinical Laboratory Client Services and Outreach programs. Serves as the primary owner of the Client Services email inbox, ensuring timely and professional responses to client inquiries and coordination with laboratory staff to facilitate issue resolution. Coordinates and maintains assigned Beaker operational worklists, including primary responsibility for the Unknown Provider worklist and backup support for the Unknown Submitter worklist. Provides Client Services phone coverage during staff breaks, absences, and periods of increased call volume. Develops operational reports and performs routine and ad hoc analyses to monitor Client Services productivity, workload, service levels, response times, and workflow performance. Identifies trends, recommends process improvements, and assists in implementing operational efficiencies. Works collaboratively with the Administrative Supervisor to support quality improvement initiatives, monitor departmental performance metrics, and evaluate operational processes to improve service delivery and customer satisfaction. 10% of time Provides operational support for the Clinical Laboratory Outreach program. Works collaboratively with the Outreach Coordinator to support Outreach client intake, institutional account setup, account maintenance, and client follow-up to ensure accurate and timely processing of new and existing Outreach accounts. Serves as a point of contact for Outreach clients by monitoring Outreach e-mails, responding to client inquiries, and coordinating communication with laboratory staff to facilitate issue resolution. Assists with maintaining Outreach account documentation, submitting IT tickets to update client and billing information, and coordinating with Clinical Laboratory Billing and other departments to support accurate account management and resolution of billing-related issues. 10% of time Administrative Related Tasks Oversee all department supplies and equipment orders, including general lab supplies and office supplies. Assist with conference room bookings, MCC building tickets, and CE Reimbursements. Initiate pre-employment paperwork and request IT/LIS authorizations. Prepare new employee packet and personnel folder. Monitor employee compliance in completion of necessary paperwork and training. Maintain updated employee personnel folders in compliance with HR requirements. Assist with employee onboarding and staff training activities. Performs miscellaneous administrative support, special projects, and other related duties as assigned to support departmental operations and evolving business needs. Perform other duties as assigned. Required Qualifications This position requires flexibility to orient and work at all UCSF Medical Center locations. BA/BS with a major in a related field and 2 years of experience in administrative analysis, operations research, high-level administrative role, or an equivalent combination of education and experience. Knowledge of medical terminology, Outreach set up, and Client Services operation. Highly proficient with standard Microsoft Office programs, including Outlook, calendar management, Word, and Excel. Ability to run analytical reports and to summarize data. Solid working knowledge of Adobe Pro, Visio, and PowerPoint. Maintain a high level of accuracy and attention to detail. Excellent organization and communication skills, ability to work independently without immediate supervision, and ability to work successfully with others to coordinate and perform multiple projects. Able to successfully manage multiple projects and tasks while juggling multiple deadlines and competing priorities to complete projects within an agreed-upon time frame. Excellent interpersonal and customer relations skills, and able to successfully interact with multidisciplinary team members and the public. All communications are conducted in a professional, courteous, and helpful manner. Remain courteous and organized under pressure. Prior work experience handling confidential information with discretion and tact, and in compliance with HIPAA requirements. Excellent writing and editing skills with overall successful verbal and written communication skills, and accuracy with numbers, statistics, and analysis. Ability to exercise professional judgment in handling sensitive and confidential issues with discretion. Proven record of reliability and attendance. Preferred Qualifications Recent experience in a clinical laboratory, preferably in Client Services/Call Center. Previous experience in utilizing EMR and LIS systems. Previous experience in training personnel in the use of computers/or database systems. Previous experience in healthcare, clinical, or research environment preferred. 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 University of California - San Francisco