Administrative Officer

Job Function Summary:

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services includes activities in finance and human resources and may also include IT, facilities, or student services. General management includes long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

Generic Scope

Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.

Custom Scope 

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.

Department Overview 

The Pediatric Central Resource Group includes a staff of 255 team members which comprise: a) the Pediatric Access Center Nurses; b) the BCH Nursing Supervisors/Central Patient Placement Nurses; and c) the Mission Bay Staffers d) BCH SF Pediatric Resource Team e)BCH Oak Float Pool

Collectively these five teams facilitate and provide the staffing and coordination of patient movement via the BCH SF/OAK Integrated Pediatric Access Center, Mission Bay Helipad, Pediatric Medical Transport Team, Peri-Operative Services, Emergency Rooms, and Direct Admissions. Continuous collaboration with UCSF Physicians, Nursing Units, Case Management, In-house Patient Transport and Hospitality are synchronized to facilitate patient flow and timely placement of patients. Both the BCH SF Pediatric Resource Team and BCH Oak Float Pool provide direct staffing of Registered Nurses, Patient Care Assistants and Hospital Unit Service Coordinators to both BCH Oak and BCH SF. 

Key Responsibilities 

% 

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

50

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.

  15

Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc.

5

Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.

5

Participates in the development and revision of standard operating procedures and guidelines. May participate in the Development and maintainance of unit budgets.

5

Provides guidance to supervisors and managers in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures.

5

Conducts trend analyses and helps develop resulting recommendations.

5

Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies.

5

Managing Records and personal files

5

Educates staff on Payroll and Scheduling processes

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

LIVING PRIDE STANDARDS

Service Excellence

• Demonstrates service excellence by following the Everyday PRIDE Guide with the UCSF Medical Center standards and expectations for communication and behavior.  These standards and expectations convey specific behavior associated with the Medical Center’s values: Professionalism, Respect, Integrity, Diversity and Excellence, and provide guidance on how we communicate with patients, visitors, faculty, staff, and students, virtually everyone, every day and with every encounter. These standards include, but are not limited to: personal appearance, acknowledging and greeting all patients and families, introductions using AIDET, managing up, service recovery, managing delays and expectations, phone standards, electronic communication, team work, cultural sensitivity and competency.   

• Uses effective communication skills with patients and staff; demonstrates proper telephone techniques and etiquette; acts as an escort to any patient or family member needing directions; shows sensitivity to differences of culture; demonstrates a positive and supportive manner in which patients / families/ colleagues perceive interactions as positive and supportive. Exhibits team work skills to positively acknowledge and recognize other colleagues, and uses personal experiences to model and teach Living PRIDE standards. 

• Exhibits tact and professionalism in difficult situations according to PRIDE Values and Practices

• Demonstrates an understanding of and adheres to privacy, confidentiality, and security policies and procedures related to Protected Health Information (PHI) or other sensitive and personal information.

• Demonstrates an understanding of and adheres to safety and infection control policies and procedures.

• Assumes accountability for improving quality metrics associated with department/unit and meeting organizational/departmental targets. 

Work Environment

• Keeps working areas neat, orderly and clutter-free, including the hallways.  Adheres to cleaning processes and puts things back where they belong. Removes and reports broken equipment and furniture.

• Picks up and disposes of any litter found throughout entire facility. 

• Posts flyers and posters in designated areas only; does not post on walls, doors or windows.

• Knows where the Environment of Care Manual is kept in department; corrects or reports unsafe conditions to the appropriate departments. 

• Protects the physical environment and equipment from damage and theft.

OTHER FUNCTIONS AND RESPONSIBILITIES

Duties listed in this section are not essential or intrinsic to the job but are performed at times.

 Included in this section should be a general statement such as. “Perform other duties as assigned.” 

This phrase allows the supervisor to assign sporadic or one-time tasks as needed.

Please list:

• Performs other duties as assigned.
   

REQUIRED QUALIFICATIONS

Identify the minimum skills, knowledge and abilities required to competently perform the job duties. Please complete this section in bullet form and include suggested minimum years of related experience, e.g., "Previous experience in healthcare or health insurance environment required (usually 3-5 years)" or "Five to seven years project management experience". This section should include the required educational background, work experience, skills, knowledge and abilities. These qualifications will be included in the job posting and will be used to screen applicants.  Flexibility statement below is required for all Medical Center positions.

• This position requires flexibility to orient and work at all UCSF Medical Center locations.

• 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.

• Experience in project coordination, administration experience in a clinical setting

• EPIC knowledge

• The ability to professionally interact with families and patients

• Previous experience with Microsoft office, Smartsheet, Canva and Tableau

PREFERRED QUALIFICATION

Preferred job specifications may be used to enhance success in the search of the candidate. These specifications do not disqualify candidates without them from consideration.

Please list:

• Academic medical center experience

Problem Solving 

Common problems solved by the employee:

• Identify and communicate payroll and scheduling processes including but not limited to:
  • Discrepancies and corrections
• Collecting data and analyzing trends
• Presenting data to other colleagues

Less frequent and more complex problems solved by the employee:

• Organizing and planning unit-based projects
• Triaging facility issues on the unit

Problems/situations that are referred to this employee's supervisor:

• Any major facility issue

   

Education, Licenses and Certifications:

Education

Req / Pref