ADMIN OFCR 2 CX

The Administrative Officer 2 (AO2) provides independent administrative, operational, and programmatic support for the Center for Health and Community (CHC), & Child Trauma Research Program (CTRP). Reporting to the Executive Director with direction from the Program Manager, the incumbent manages a broad range of operational activities that support both Centers’ research, training, dissemination and administrative functions. The AO2 exercises independent judgment in coordinating program operations, managing administrative processes, and implementing operational priorities. The position serves as a key administrative resource for faculty, trainees, staff, and external partners, ensuring efficient and compliant day-to-day operations while supporting the Centers’ strategic goals.

Responsibilities

Program Operations and Postdoctoral Administration

Coordinate and administer operational activities supporting the CHC Postdoctoral Training Program, ensuring compliance with university, campus, and funding agency requirements.

Manage administrative processes for onboarding and offboarding CHC postdoctoral scholars and CTRP Clinical Trainees, including coordinating appointments, tracking required documentation, and liaising with campus administrative offices.

Serve as the primary administrative resource for CHC and CTRP faculty, trainees, applicants, and visitors by independently resolving operational issues and escalating complex policy or funding matters as appropriate.

Coordinate travel, honorarium and Connexus hotel bookings for CTRP guests.

Coordinate the CHC seminar series, workshops, and educational programming, overseeing scheduling, logistics, speaker communications, event execution, and participant support.

Develop and maintain program calendars, operational timelines, databases, records, and documentation to support program activities and reporting requirements.

Monitor program workflows and recommend improvements to administrative processes to increase efficiency and effectiveness.
Administers a defined operational program or activities which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety.

Communications and Program Support

Coordinate the development and publication of the CHC quarterly electronic newsletter, including content collection, editing, formatting, and distribution while ensuring consistency with UCSF branding and communication standards.

Maintain and update Center website content, ensuring timely and accurate information consistent with institutional guidelines.

Develop and distribute program communications, including announcements, newsletters, meeting materials, and informational resources for faculty, trainees, and external audiences for both Centers.

Support faculty and program leadership in preparing manuscripts, grant proposals, presentations, and reports through formatting, proofreading, reference management, document coordination, and electronic submission support, for both Centers.

Maintain communication databases, mailing lists, and distribution systems to ensure accurate and effective program communications for both Centers.

Administrative Support
Coordinate Center-wide meetings, retreats, workshops, consultations and special events, managing logistics, room reservations, agendas, materials, and follow-up activities.

Coordinate day-to-day administrative operations for both Centers, ensuring efficient workflow and adherence to university policies and procedures.

Manage purchasing and procurement activities, including purchasing card (P-Card), supply ordering, reimbursements, and invoice processing.

Coordinate facilities requests, IT suppo ort, equipment maintenance, and space-related operational needs for both Centers.

Provide general support for all CHC Operations, including being primary point of contact for shared email boxes and serving as a resource for all CHC faculty, postdocs, staff and external stakeholders.

Participate in implementing operational initiatives and special projects that support both Centers’ priorities and continuous process improvement.

Perform other duties and responsibilities as assigned in support of both Center operations.

Oversee CTRP Ecommerce platform as the point of contact for course registration, updates, evaluation, and reconciliation.

Partner with CTRP’s trainers for dissemination tasks.

Facilitate MyExpense for CTRP faculty and clinical trainees.

Handle all CTRP Purchase Order requests and maintain monthly trackers

Other assigned tasks from Directors of CHC & CTRP

Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• 1+ years of related experience
• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Demonstrated ability to work on multiple projects at the same time
• Professional demeanor