Administrative Officer Vascular Surgery

Job Overview The Department of Surgery, Division of Vascular & Endovascular Surgery at UCSF is seeking a highly skilled and adaptable Administrative Officer III to provide comprehensive advisory, analytical, and operational support to the Chief of Vascular Surgery and its faculty leaders, managers, and directors. This role requires advanced policy analysis, program evaluation, strategic planning, and operational problem‑solving across clinical, operational, educational, research, and institutional domains. The Administrative Officer will independently research, analyze, and develop high‑impact recommendations on policies, programs and proposals that are often broad in scope and cross‑functional. The position demands sound judgment, discretion, and the ability to distill complex information into actionable guidance for senior leadership. Responsibilities Provide comprehensive advisory, analytical, and operational support to the Chief of Vascular Surgery and faculty leaders, managers, and directors. Conduct advanced policy analysis, program evaluation, strategic planning, and operational problem‑solving across clinical, operational, educational, research, and institutional domains. Research, analyze, and develop high‑impact recommendations on policies, programs and proposals that are broad in scope and cross‑functional. Distill complex information into actionable guidance for senior leadership. Draft institutional documents including MOUs, contracts, recommendation letters, reports, and memoranda. Manage complex faculty schedules, recruitment, meetings, travel, advancement, reimbursements, on‑call coverage, vacation schedules, large‑scale events, onboarding, and multiple projects in a fast‑paced environment. Plan and execute ACCME‑accredited Continuing Medical Education (CME) programs (Grand Rounds, symposiums, Thoracic Tumor Board, visiting professorships) – coordinating logistics, multimedia recording, catering, accreditation, post‑event evaluations, honorarium, and renewal. Support the ACGME‑accredited Vascular Surgery & Limb Preservation Residency/Fellowship Program: recruitment, accreditation, compliance, onboarding/off‑boarding, credentialing, scheduling, reimbursements, graduation, exam proctoring, and educational materials. Conduct complex analyses, compile data, and prepare high‑quality reports, proposals, and grant applications to support divisional goals. Oversee HR processes, financial transaction reviews, budget development, grant applications, capital asset management, bookkeeping, and general administrative operations. Coordinate office moves, renovations, space planning, inventory management, emergency action planning, SOP development, procedural documentation, flowcharts, presentations, videos, website updates, and special projects (engagement activities, holiday gatherings, health summits, graduation ceremonies, business gift coordination). Support faculty, staff, visitors, and students programs: review applications, onboarding/off‑boarding, access requests, and evaluations for trainees rotating into our programs. Mentor colleagues, junior employees, trainees, and students. Serve on department committees and support other projects as assigned. Qualifications Required Qualifications Bachelor's degree in a related area. Three (3) years of progressive experience in administration, executive support, operations management, education program management and project management; and/or equivalent experience or training. Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management. Strong interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Thorough 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. Thorough knowledge of common organization‑ or research‑specific and other computer application programs. Ability to use discretion and maintain confidentiality. Strong skills in short‑ and long‑term strategic planning, analysis, problem‑solving and customer service. Thorough knowledge of University financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees. Strong skills in analyzing, researching and synthesizing large amounts of data for preparing sound and relevant proposals or analyses. Strong analytical/problem‑solving skills. Strong project management skills; effectively manages workloads, meets deadlines and performs with accuracy under pressure while successfully handling multiple tasks with minimal direction. Ability to multi‑task with demanding timeframes. Must be able to return onsite within 2 hours in response to emergencies, ensuring prompt availability to address urgent operational needs. Demonstrates a ‘no task is too small’ attitude, embraces all aspects of the role with dedication and commitment to ensure the success of the team and organization. Demonstrates a practical, hands‑on approach with the willingness to engage directly in tasks, combining technical expertise with a ‘can‑do’ attitude to drive success. Demonstrates accountability and problem‑solving skills by recognizing and admitting mistakes, analyzing root causes and implementing effective solutions to improve workflows and maintain operational excellence. Demonstrates track records of exceptional attendance, reliability, and adaptability. Preferred Qualifications Minimum five (5) of years of progressive experience in administration, executive support, operations management, education program management and project management. Proficient knowledge in ACGME Residency/Fellowship Management and ACCME accreditation requirements and operational procedures. Experience working with surgeons in an academic setting. Experience with Apex. Prior UCSF School of Medicine / Academic Office experience. 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. 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