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The Department of Pathology is a major academic department in the School of Medicine - actively engaged in clinical, research, and teaching activities, and is directly responsible for over 350 academic, student, and staff personnel at multiple sites (Parnassus, Mt. Zion, China Basin, Mission Bay, MCB, ZSFG, and VAMC). The Department also has joint responsibility with the Medical Center in overseeing Pathology clinical operations which consists of: Surgical Pathology (Gross-Cutting Labs, IPOX Lab, Histology Lab), Autopsy, Cytopathology, Neuropathology, Renal/EM Pathology, and Molecular Pathology. The Department also manages the independent Dermatopathology service. The Department of Pathology at UCSF aims to achieve the highest standards in patient care, research and education. The Department provides diagnostic pathology services in a wide variety of subspecialties with highly trained subspecialists who are recognized nationally and internationally for their expertise. The Department's research programs are diverse and interface with a wealth of basic and translational research programs that are a hallmark of UCSF. Our educational programs include a research-intensive academic residency program and fellowships in cytopathology, dermatopathology, gastrointestinal and liver pathology, gynecologic pathology, neuropathology, and surgical pathology.
This position will provide professional, high-level analytical and administrative support to the faculty in the overall operations of the faculty/residents' offices and labs at the Parnassus location. Under the supervision of an Administrative Campus Site Supervisor, the incumbent will be the main Administrative Analyst support. Serves as resource and liaison on events related to clinical and research faculty issues. Independently analyzes and prioritizes requests prior to taking appropriate action. The incumbent will primarily provide project based support such as producing reports using statistical data analysis (mean, average, range, mode and %) using Microsoft Office Suite, and assist with A/V equipment including setting up and troubleshooting of technical problems in audio, video and network equipment. In addition, the incumbent will respond to complex inquiries (phone/email) from internal departments and outside organizations, conduct web searches on PubMed for scientific journal articles in research, document records, schedule and coordinate complex meetings and conferences, make complex travel arrangements, maintain complex service and faculty calendars, and prepare/submit expense reimbursements. All of the above will require excellent analytical and independent problem-solving skills in a fast pace, deadline-oriented environment with limited supervision. This position will serve as backup to the Administrative Campus Site Supervisor when needed, and will exercise excellent judgment to make sound decisions independently.
Responsibilities
Key Responsibilities
of time
Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
30
yes
Scheduling/Administrative responsibilities
- Vetting and triaging complex phone calls that include patients, other faculty and outside physicians using excellent customer service to convey helpfulness, discretion, integrity and professionalism.
- Managing sophisticated electronic calendars across multiple, complex faculty divisions and sub-specialty schedules.
- Arranging and organizing multiplex conferences of various sizes across numerous campus locations that include handling logistics for food with caterers, A/V equipment and computer needs. This requires the ability to communicate and negotiate with various parties involved to arrive at a desired solution which include resolving schedule conflicts with faculty, other conferences and conference room locations.
- Handling multi-faceted travel arrangements for faculty that includes establishing itineraries from single to various destinations (reserving flights, car rentals, hotel lodging, and securing travel insurance) using Connexxus and ensuring proper coverage of services during the faculty's absence. For example, the traveler must designate a backup pathologist to triage cases while they are away.
- Attending meetings and summarizing what was discussed in meeting minute notes.
- Editing and formatting faculty CV (curriculum vitae) using MyAdvance.
Database Maintenance and Support:
• Maintain multi-user databases for Faculty and Residents to track research, clinical data, and teaching slides through the extrapolation of patient data. This information needs to be translated into the data base to produce the sets used by the trainees.
• Apply design knowledge to maintain the access database (excel, access, and Beaker for medical records)
• Consult with users (Faculty and Residents) to determine the purpose of each required data field, desired report, and the overall functions of the database.
Audio / Visual & Imaging Support:
• Coordinate A/V set up and troubleshooting for teaching conferences at Mount Zion with all UCSF sites and outside institutions.
• Record, edit, and render video recordings during Resident teaching conferences for web viewing/archiving.
• Video-editing and CD-authoring for teaching presentations.
• Preparing/editing images for medical publications using Photoshop.
• Editing/printing block and slide images using Photoshop.
• Creating graphics for PowerPoint presentations, and flyers to promote special lectures for faculty.
• Research and implement new technologies for polling audience during conferences.
• Provide A/V troubleshooting support, and coordinate with UCSF IT to achieve a stable transmission connection with the bridge number via the Cisco Jabber system (an advanced A/V software). Troubleshoot and resolve issues with campus/medical center domains and CoPath login credentials. Escalate the issues to UCSF IT if necessary.
• Perform digital micro slides scanning for teaching / research purposes via Aperio scanner for all faculty.
35
yes
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
Faculty Support:
Provide professional, high-level analytical and technical support to the faculty in the overall management and organization of the faculty/residents offices and labs at the Parnassus location, as well as support the rotating UCSF residents and fellows.
• Serves as resource and liaison on events related to clinical and research faculty issues. Independently analyzes and prioritizes requests prior to taking appropriate action. Ensure smooth unit operation by managing events and priorities efficiently. Schedule and coordinate meetings, conferences, seminars, retreats, and other major events. Address any unexpected or urgent needs as necessary.
• Collect and organize meetings materials
• Prepare PowerPoint presentations and reports
• Oversee scheduling of Resident Room and Conference Room
• Manage faculty calendars and teaching schedules
• Manages all travel logistics and expense reporting according to UC Policies & Procedures. Prepare and organize travel itineraries for Faculty. Prepare and submit Faculty expense vouchers for reimbursements. Type and edit scientific manuscript, chapter reviews, CVs, teaching materials, and other documents
• Update Faculty FOLIO CV's
10
yes
Project Support:
Independently provide administrative support to projects for faculty as assigned. Produce reports using statistical data analysis (mean, average, range, mode and %).
Projects assigned will include literature searches, conducting surveys, conducting feasibility studies, assessing resource needs, contacting vendors, coordinating with others inside and outside of UCSF for demonstrations, coordinating with IT regarding audio/visual equipment installations or other types of electronic office equipment), preparing and presenting proposals, drafting new standard operating procedures (SOPs), etc.
Assist with the coordination of all aspects of faculty conferences as needed.
15%
yes
Purchasing & Lab administration
Assist with ordering/purchasing reconciliation and laboratory administrative tasks
5%
no
Coordination of Leadership Meetings, Director Activities, and Events
Coordination of program leadership meetings, Director activities, and other program events.
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%.)
Qualifications
Required Qualifications:

• Bachelor's degree in related area and 2 years relevant experience and / or equivalent experience / training.
• Ability to use sound judgment in responding to issues and concerns. Be able to work in a fast paced environment, handle multiple projects simultaneously, be exceptionally organized, focused with attention to detail, follow through with issues in a timely matter, perform under pressure with increasingly, challenging administrative tasks, accommodate last minute requests efficiently and effectively, respond promptly to conflicting priorities with minimal supervision.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Proven ability to communicate, correspond and interact with a diverse group of people within UC campuses, UC Departments, faculty, staff, students, trainees, outside physicians and institutions and patients
• 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.
• Strong knowledge of the following: basic help desk troubleshooting such as logins and screen displays and audio/visual equipment setup and breakdown of high-tech video conferencing system
• Demonstrate exemplary oral, written and interpersonal communication skills. Must be able to edit professional documents for grammar, spelling and content.

Preferred Qualifications:

• UCSF work experience, knowledge of UCSF and the School of Medicine; knowledge of UCSF accounting processes and policies, travel and entertainment policies and restrictions, HIPAA/Privacy policies, travel arrangements using Connexxus, check requests using BearBuy, CHR application submissions using iMedRis and reimbursements using MyExpense.