Division Analyst

Please note: 3 days onsite is required

The Division Analyst will provide administrative and analytical support to the Division of Gynecologic Oncology (Gyn Onc) as well as additional division specific programs and events in the Department of Obstetrics, Gynecology, & Reproductive Sciences. The Division Analyst will serve as the main liaison of the Gynecologic Oncology (Gyn Onc) Division, in partnership with the Assistant Division Administrator, and provide direct support to the Division Chief, Program Directors (e.g. Division, Fellowship, etc.), and faculty members, ensuring that Division operates at the level of excellence expected by the UCSF community and our external constituents. The individual will communicate on behalf of the Chief and Program Directors (e.g. Division, Fellowship, etc.) with UCSF faculty and leadership, funders, the public and governmental agencies. This position will receive general directions from the Division Chief, Program Directors, faculty members and/or the Assistant Division Administrator in the form of objectives with deadline driven goals. The Division Analyst will be responsible for maintaining project deliverables of the division and creating project timelines to ensure operational efficiency across multiple entities that the Gyn Onc Division interacts with. The position will also manage the maintenance of Gyn Onc standard operating procedures and will handle communications regarding any new process improvement developments or changes in the existing processes.

The incumbent manages and administers a wide range of administrative operation for the Division Chief, Director, faculty, fellows, clinical research coordinators, research associates of the Division of Gyn Onc. These include but not limited to the following: 

• Oversee the daily operations of the academic office of the Division of Gyn Onc
• Serve as the administrative lead in the Division
• Manage the Division Chief’s complex calendars to align with the Chief’s commitment and responsibilities 
• Manage complex projects, maintain costs for the division, purchase and maintain supply inventory, and manage space logistics 
• Serve as the liaison to faculty, staff and external organizations, provide assistance in the absence of the Division Chief, coordinate faculty and staff recruitment, process payroll, coordinate physician credentialing/ privilege process and Physician and Non-Physician Practitioner (PNPP) program time study, draft correspondence, letters, CV, bio sketches, develop website and coordinate staff, educational and development events
• Organize multi-layered interviews for faculty recruitment as well as onboarding/offboarding 
• Facilitating logistics for division meetings and/or events
• Provide executive support to other faculty members including the Fellowship Program Director, and others in the Division as needed
• Receive direction from department Fellowship Administrator to coordinate Gyn Onc division specific program logistics, meetings, events, etc.
• Organize staff engagement events and work with the Gyn Onc Friend’s Circle to develop philanthropic opportunities
• Serve on committees representing the Division of Gyn Onc in the Department of Obstetrics, Gynecologic & Reproductive Sciences
• Manage other duties as assigned and may serve as a floater for other divisions in the department as directed by their supervisor

The Division Analyst must be able to triage and prioritize in a fast-paced environment, work independently with minimal supervision, remain current in technological applications, be exceedingly well-organized and flexible, be a pragmatic problem-solver and a team player, with excellent communication skills and meticulous attention to detail. Diplomacy and tact are essential, together with excellent verbal and written communication skill

% TIME

Is Essential (Y/N)

Key Responsibilities 

40%

YES

Management and Coordination of Division Chief/Director Commitments and GynOnc Division Administration:

• Oversight of administrative operations includes budgetary financial management and human resources and may include some of the following functions: IT, equipment inventory, facilities, space, student services, and/or contracts and grants.
• Provide high-level support to Division Chief/Directors/members of the faculty including resolving scheduling conflicts and handling confidential and sensitive information.
• Provide general management for faculty members, including serving as primary liaison between the division and the UCSF Medical Staff office, update and maintain CVs & Biosketches, prepare Academic Advancement materials, assist with submission of publications and other duties as assigned by the Division Chief/Director.
• Coordination of quarterly Physician and Non-Physician Practitioner (PNPP) program time study to ensure timely completion.
• May act as a central liaison for information related to the division for both ancillary departments and external organizations, as needed.
• Set up and monitor departmental administrative systems such as Emergency Plans, coordinate communications and key systems, organize departmental meetings, take a lead role in facilities management, coordinate special projects and functions as well as other meeting/events planning. 
• The incumbent will work closely with clinical staff including practice assistants, nurses and NPs, the clinic managers, and outreach clinic staff to ensure that all details involving the activities of the Division Chief/Director are covered and well-maintained, credentialing and other certifications. The incumbent will be responsible for scheduling visitors, including itineraries and travel plans. 
• Serve on committees (e.g. Staff Engagement, Space, Advocacy, Research, Wellness, etc.), representing the Division as assigned by the Director of Administration.
• Understand roles and relationships in Division and interact with other divisions/departments and schools to delineate roles and triage.

10%

YES

Faculty and Staff HR Management:

• Organize and facilitate logistics of multi-layered interviews for faculty recruitments, including coordinating with HR to post open positions, draft recruitments plans, collect CVs and distribute to the search committee members, organize candidate interviews and travel schedule, committee meetings and take minutes, draft committee recommendations to be sent to the Chair, edit offer letters, complete new hire paperwork, manage the Applicant Personnel Recruiting system for faculty recruitment, complete paperwork to close open searches when a candidate has been selected. Additionally, once the candidate is selected, the incumbent will work with them to obtain privileges and ensure that they have all the required certifications and insurance to begin practice before their appointment date. 
• Coordinate/facilitate faculty onboarding/offboarding program and provide recommendations on program improvements.
• Assist managers with staff onboarding, including workspace set up and all issues related to IT including phone, voicemail, computer, email/system access, etc.

5%

YES

Research Support and Maintenance: 

• Maintain biosketch, CV, other support pages, draft support letters and prepare other required documents for grant submissions. 
• Maintain an EndNote library and edit grants and manuscripts to include citations when necessary. purchase academic posters for national and international meetings, look up articles on PubMed, schedule meetings and teleconferences for specific projects with researchers at UCSF and outside institutions.

20%

YES

Program Coordination:

• Manage and maintain standard operating procedures for the GynOnc Division and communicate changes as needed. 
• As directed by program-specific directors/leads, assist with monthly call schedule, didactic scheduling, and updating of faculty CV’s and providing to appropriate requesting party. 
• Drafts, formats, and edits correspondence and reports on behalf of leadership. Edit letters for reference, draft correspondence as needed to UCSF committees.
• Responsible for travel planning and logistics related to the divisional programs. 
• Work with GynOnc Friend’s Circle to develop philanthropic opportunities and oversee the annual the GynOnc Cancer Symposium.
• Other duties as assigned.

15%

YES

Division Office Management

• Oversee various administrative tasks such as maintaining shared calendar; ordering division supplies; preparing and submitting check requests; scheduling weekly and monthly meetings and conference rooms; maintaining office equipment as needed; arranging phones, email, computer set-up; maintaining credentialing and other certifications; assisting with monthly physician on-call schedules; tracking FedEx shipments; maintaining office related files; obtaining and sorting mail for faculty and Division Chief. 
• Management of website development/update/maintenance of division and programs in alignment with UCSF digital and editorial policies and UCSF brand identity standards as posted at identity.ucsf.edu.
• Understand roles and relationships in Division and interact with other divisions/departments and schools to delineate roles and triage. 
• May serve as a floater to individual department divisions. When deployed to other division and/or administrative units, will take on the main responsibilities of the Division Analyst with respect to the coordination of Academic recruitment; serve as a resource to the division and other ad hoc projects as assigned by the manager/supervisor.
• Serve as timekeeping (MyTime) liaison and delegate to assist faculty and staff with monthly and biweekly hours/leave submissions. 

10%

YES

Financial/Expense Monitoring and Audits: 

• Manage procurement activities for all requested division/program activities in MyExpense.
• Interface with Department finance team and help track budget/expenses and provide resolutions where errors occur.
• Draft, format, and edit correspondence and generate ad hoc reports for the Division Chief/Director/member of the faculty.

100%

REQUIRED:

• Bachelor's degree in any related area and / or equivalent experience/training.
• Minimum one (1) year of experience in administrative analysis or operations research.
• Ability to use sound judgment in responding to issues and concerns.
• Excellent communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner.
• Excellent organizational skills, analytical, and demonstrated attention to detail and have the ability to multi-task with demanding timeframes.
• High level administrative experience with the ability to work with extremely complex faculty calendars / schedules requires extremely well organized and detail oriented precision.
• Ability to use discretion and maintain confidentiality.
• Ability to establish priorities and ensure timely execution of deliverables.
• Ability to work independently and within a team in a fast paced environment.
• Strong knowledge of common organization-specific and other computer application programs, including Word, Excel, PowerPoint, Endnote, Mail Clients and Scheduling Software, WebEx, Zoom, Jabber.

PREFERRED:

• Minimum of 2+ years of Project Management experience and/or equivalent experience in logistics or coordination of large to small meetings/events or training.
• Experience using UCSF systems:  MyAccess, Bearbuy, Advance, MyExpense
• UCSF work experience in academic research teaching and clinical department.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.