ADMIN OFCR 2 CX

JOB SUMMARY

Under the general direction of the PICU Assistant Unit Director (AUD), the incumbent performs a variety of administrative and data management activities, including payroll administration, employee onboarding, unit and employee file system upkeep, rounds coordination, meeting coordination, attendance tracking, minute taking for unit meetings, and HBS data entry for three inpatient, medical units: PICU, CICU, and CTCU.  The candidate will also be responsible for timely data entry and creating a system of safekeeping with key stakeholder access to of the Daily Staffing Board (DUMR).. The candidate must have the ability to work independently, coordinate, prioritize, and perform multiple tasks. In addition, the candidate must also be able to identify problems, proactively research appropriate solutions, and initiate appropriate follow through while escalating issues.  They will represent the 4th floor units with all faculty, attendings, house staff, nursing, physicians, and various support services as well as outside agencies and referral physicians and institutions.  

%  

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

70%

1. Finance, Payroll, and Operations

   1. Functions as a resource to Unit Leadership for payroll, budget, human resource and operational needs.

   2. Gathers, monitors, and analyzes financial data from HBS that will affect HPPD and unit finances.

   3. Completes data entry for monthly variance reports 

   4. Research discrepancies in reports and escalates as needed to unit leadership

   5. Prepares reports and analyses of operational activities for advanced therapies in the PICU, PCICU, and CTCU and makes recommendations based on data analysis 

   6. On behalf of Unit Leadership, enters and ensures accuracy of patient bed charges by reconciling daily census reports against daily transaction reports and monitoring advanced therapies for the units  

   7. Assists unit director in monitoring and maintain unit budget

   8. Capital budget managing, tracking, and ordering of specialty unit devices/supplies

   9. Oversees and monitors support staff supply ordering 

   10. On behalf of Unit Leadership, analyze and input all departmental payroll actions submitted to HR for processing.

       1. Process payroll questions in a timely manner

       2. Accurately enters daily staffing corrections into online payroll system daily

   11. Processes the Daily Staffing Report (DUMR), reconciles DUMR against schedule, and makes changes in HBS as needed. Completes DUMR cost center charges in a timely manner. Uploads DUMRS daily to TEAMS. 

       1. Ensures that corrections requested by employees have supporting documentation and are entered on the time collection system promptly

       2. Maintains documentation supporting all time transactions added or changed for appropriate pay period.

       3. Generates payroll reports each pay period and more frequently as requested by unit leadership

       4. Reconciles charges floated to the unit against unit schedule/DUMR prior to the close of each pay period

       5. Reconciles each unit’s staff payroll records against the unit schedule prior to the close of each pay period

       6. When TMF is processed, upload TMF to appropriate TEAMS channel and tag admin

           

10%

1. Compliance and Facilities 

   1. Monitors staff compliance and provides reminders/follow up for staff who are out of compliance with federal, state, or hospital policies

   2. Sends monthly reminders to staff for License, PALS, and CPR Renewal Filing System:

      1. Updates all files weekly or more frequently dependent upon need

      2. Files appropriate papers/evaluations into employee files

      3. Files correspondence, unit education, schedules, and meeting minutes appropriately

   3. Monitors and escalates facilities needs for the 4th floor 

   4. Performs space management the 4th floor and communicates directly with NFS Catering and Conference Services as needed 

   5. Implements and oversees projects on the 4th floor involving facilities, maintenance, and hospitality 

       

10%

1. Unit Leadership Support

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

   2. Check-in daily with unit leadership to ensure priority needs are met

   3. Sets travel arrangements for unit as needed. Assures appropriate receipts are turned in and processed by the appropriate accounting personnel

   4. Monitors and inputs reimbursement for unit leadership

   5. Calendar management as needed for unit leadership

   6. Input and analyze data from various clinical audits 

   7. Prepares materials for all unit staff meetings/CNIII/Unit Council Meetings 

      1. Posts all agendas 1 week prior to meeting dates and times 

      2. Records attendance and minutes at certain unit meetings upon request of unit leadership

      3. Distributes agendas and meeting minutes to participants on a timely basis

      4. Obtains room reservations at least 3 months in advance of meeting dates

      5. Creates Zoom invites when in-person option not available

      6. Provide sign-in sheets and meeting minutes to administrative team prior to monthly staff meeting

      7. Creates and updates log of meeting attendance

5%

1. New Employee Onboarding

   1. Processes new employee papers, including travelers and ensures HR shadow file is up to date

      1. Completes ARF for new employees as soon as MAF has been processed 

      2. Updates unit phone and seniority lists with new employee name on a regular basis 

      3. Add new employee names to the following surveys: EDU leave, Vacation request, Feedback, and Admin Leave request

      4. Sets up new employee mailbox, employee file, CEU completion record

      5. Places a copy of employee application in unit personnel file

5%

1. Other Duties as Assigned:

   1. Complete filing in each Unit Director/Assistant Unit Director office weekly or more frequently as needed

   2. Pick up and drop off unit mail/packages to and from the nursing office daily

   3. Promptly delivers unit mail to appropriate addresses

   4. Completes word –processing as assigned. All memos and correspondence are professional

   5. Assists with unit schedule as directed

      1. Enters scheduling data from unit scheduling committee or unit representative into Clairvia

      2. Completes and ensures accuracy of balancing book and posts it at the appropriate time

      3. Adjusts Clairvia as needed throughout the posted scheduling period to ensure accuracy when changes are made

   6. Various responsibilities as assigned by unit leadership

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

• Performs other duties as assigned.

REQUIRED QUALIFICATIONS

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

• High school graduation

• Demonstrates a cultural humility in all interactions and respectful written and verbal communication skills

• Have an appreciation for detail in data entry 

• 2 or more years of experience in an inpatient, acute or critical care medical / hospital environment

• Proficiency in Microsoft Office Suite including Outlook, Word and Excel. 

• Possess independent problem-solving skills.

• Familiarity with creating, monitoring, and auditing a variety of reports.

• Ability to communicate professionally and effectively with patients, staff, management, medical professionals, and students.

  • Interacts with co-workers in a calm, courteous manner while demonstrating respect, diplomacy, and tact.

  • Demonstrates courtesy, common sense, follow through in all communications, including telephone interactions, maintain the telephone standards established by the Medical Center

  • Listens respectfully to the ideas and opinions of others

  • Utilizes appropriate chain of command for problem resolution and escalates until an appropriate solution is achieved.

• Ability to exercise professional judgment in handling sensitive and confidential issues with discretion.

• Demonstrated ability to set priorities under pressure.

• Able to serve as a resource for numerous staff regarding each unit’s administrative needs.

• Ability to organize and synthesize multiple data points in order to display in a manageable format.

• Excellent organizational skills, proven ability to work independently.

• Excellent word processing, spreadsheet, and database skills. 

• Able to organize and complete multiple projects with minimal supervision.

• Ability to professionally balance multiple competing priorities from multiple supervisors. 

• Possess a self-starter, forward-thinking, solutions-oriented attitude with a commitment to upholding the Visions and Values of the Medical Center

• Professionalism:

  • Completes annual performance evaluation in accordance with department policy

  • Meets all Occupational Health employee requirements including PPD and/or chest exam requirements

  • Maintains professional appearance and adheres to Medical Center dress code

  • Ensures protection of patient rights and confidentiality in all interactions

  • Supports Medical Center cost containment and recycling efforts

  • Meets scheduled work commitment and ensures coverage for outstanding tasks requiring completion when absent

  • Adheres to Medical Center attendance policy 

  • Maintains an up-to-date calendar

  • Vacations/PTO must be requested at least one month in advance via email. If you call-out sick, you must contact the manager on call and the staffing office prior to the start of shift. If able, we ask that place an out of office message on email. 

PREFERRED QUALIFICATION

• Proficient in database management programs, such as Huntington Business Systems (HBS), Clairvia and Vizient 

• Familiarity with clinical information management platforms such as Epic (Apex).

• Bachelor’s Degree in Human Resources, or other administrative field.

POPULATIONS SERVED

Infant              

Child                 

Adolescent     

Adult              

Geriatric