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The function of the academic office of the Orthopaedic Surgery Service at UCSF is to provide high-level administrative support services for the professional commitments of the faculty in the Department, including teaching and research activities.

Under general supervision, working independently, this position is responsible for the complete coordination of the academic offices for the UCSF Department of Orthopaedic Surgery Spine Faculty. The incumbent plays a significant, proactive, and creative role to facilitate and expedite the integration, communication, and coordination of all information and activities related to the full-time faculty associated with the services and programs supported within the department. This position also handles special projects for the CAO as needed.

Provide workflow management and executive support for the faculty in Orthopaedic Surgery divisions at our Parnassus site. This includes, but is not limited to, the following duties:

Appointment/Scheduling - Using Outlook, analyze the doctors' non-clinical activities, meeting requests and other demands on their schedules to implement a sound schedule, based on understanding the priorities of these faculty members. Create a monthly on-call schedule as instructed by faculty and submit for inclusion in Amion.

Heavy calendar management for faculty using Outlook. Meet regularly with clinic staff to ensure there are no travel or meeting conflicts with faculty's patient care schedules (clinic/OR).

Licensure - Ensure faculty members' hospital privileges (UCME, etc.), medical licenses, certifications, and professional liability insurance certificates (COIs) are kept current. Anticipate upcoming renewal dates to avoid license expirations. Keep current with each doctor's individual needs for their Maintenance of Certification from the American Board of Orthopedic Surgery.

Manage Continuing Educational Certificates for Licensure and MOC processes.

Curriculum Vitae - Update and maintain faculty curriculum vitae in Advance and track packet requirements with faculty. Ensure faculty's UCSF Profiles page reflects Travel Arrangements - Make extensive and detailed travel and conference arrangements, both domestic and international, which often fluctuate, requiring last minute changes as needed. Research and obtain appropriate travel documentation for international travel. Confirm if any passport updates or travel visas are needed. Determine flight availability, booking of flights, reserving hotel rooms, registering for conferences, and setting up airport to hotel transfers.

Correspondence - Review, prioritize, track and respond to email. Screen, triage and/or respond to email requests as appropriate. Compose letters, memos, and emails independently or from general instructions.

Telephone/Public Contact - Answer academic office telephone, screen, refer, and triage calls based on thorough knowledge of department and University activities. Research misdirected phone calls and attempt to correct the info. Complete Intake Forms for visiting scholars and assist in visiting scholars process with appropriate coordinator; provide visitor with visit itinerary after approval.

Spine Meeting Minutes - Take minutes and send summary from Monthly Spine Division meeting.

Finance - Using BearBuy, keep journal subscriptions and association memberships paid and current. Purchase basic office supplies. Complete travel and miscellaneous reimbursement reports within 45 days of travel, or last date of purchase, in MyExpense.

Faculty Onboarding - Working with HR, assist with new faculty onboarding as needed; tasks include, but not limited to, purchasing lab coats for new faculty and other tasks. Also, coordinate faculty candidate interviews supporting search chair and committee.

Manuscripts -- Research and confirm appropriate formatting for submission to technical journals; assist with completing and copyediting publishing forms as necessary. Format and edit letters of recommendation and support. Type abstracts, protocols, consent forms, reports, research committee and membership application forms, and correspondence. Responsible for correct spelling, punctuation, and grammar, as well as basic knowledge of medical/scientific terminology.

Online or Library Research - Search appropriate databases, such as PubMed, for journal articles as requested. Research alternative methods to obtain articles not available locally.

Manage medico-legal cases - In a highly self-directed role, manage doctors' medical expert cases by scheduling attorney meetings and depositions, requesting advance payments, and ensuring charts and films are available. Invoice attorneys for faculty's work, then track and collect payments; follow up with collection procedures when necessary. Maintain faculty members' paper and electronic files and maintain Spine Desk folder in Box. Also, maintain grand rounds and meetings attendance and associated paperwork.

Special projects as assigned by supervisor, CAO, or department Chair which include and not limited to:

• Spine CME Course oversight: collaborate with CME office and marketing manager to ensure successful CME course outcome. May require onsite assistance during entire course dates.

• Spine Fellowship: assist dept. fellowship coordinators as needed, scheduling meetings, and ensuring grant applications are submitted on time.

Required Qualifications:

• High school graduation and four years of related administrative /executive experience; or an equivalent combination of education and experience
• Excellent interpersonal and oral and written communication skills
• Demonstrated experience with copy-editing and proof-reading.
• Demonstrated ability to handle a variety of tasks with a high degree of accuracy (multi-tasking) and ability to set priorities when confronted with competing requests
• Ability to meet tight deadlines and last-minute requests efficiently and accurately;
• Demonstrated ability to take initiative and follow through, with good resources finding skills.
• Strong knowledge of MS Office (including Word, Excel, PowerPoint, Outlook) and Adobe Acrobat; and WordPress for HTML,
• Demonstrated record of reliability and excellent attendance
• Demonstrated experience and a high skill level related to confidentiality, discretion, and good judgment
• Demonstrated experience supporting C suite level executive including calendaring and scheduling meetings, phone conferences.
• Demonstrated ability to interact effectively with wide range of executives/faculty, staff, trainees, campus, and community representatives, sometimes under pressure, remaining proactive, resourceful, professional and efficient.
• Demonstrated experience making travel arrangements including air, conference, hotel, car reservations and processing expense reimbursements
• Experience with preparation of technical manuscripts, abstracts, protocols, consent forms, reports, applications and CV's

Preferred Qualifications:

• Knowledge of UC Accounting practices, purchasing and reimbursement
• Basic knowledge of scientific and medical terminology
• Proven grants management experience
• Experience working in an academic environment;
  
  

Required Qualifications:

• High school graduation and four years of related administrative /executive experience; or an equivalent combination of education and experience
• Excellent interpersonal and oral and written communication skills
• Demonstrated experience with copy-editing and proof-reading.
• Demonstrated ability to handle a variety of tasks with a high degree of accuracy (multi-tasking) and ability to set priorities when confronted with competing requests
• Ability to meet tight deadlines and last-minute requests efficiently and accurately;
• Demonstrated ability to take initiative and follow through, with good resources finding skills.
• Strong knowledge of MS Office (including Word, Excel, PowerPoint, Outlook) and Adobe Acrobat; and WordPress for HTML,
• Demonstrated record of reliability and excellent attendance
• Demonstrated experience and a high skill level related to confidentiality, discretion, and good judgment
• Demonstrated experience supporting C suite level executive including calendaring and scheduling meetings, phone conferences.
• Demonstrated ability to interact effectively with wide range of executives/faculty, staff, trainees, campus, and community representatives, sometimes under pressure, remaining proactive, resourceful, professional and efficient.
• Demonstrated experience making travel arrangements including air, conference, hotel, car reservations and processing expense reimbursements
• Experience with preparation of technical manuscripts, abstracts, protocols, consent forms, reports, applications and CV's

Preferred Qualifications:

• Knowledge of UC Accounting practices, purchasing and reimbursement
• Basic knowledge of scientific and medical terminology
• Proven grants management experience
• Experience working in an academic environment;