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Administrative Operations Coordinator

University of California - San Francisco Campus and Health
United States, California, San Francisco
May 03, 2024

Administrative Operations Coordinator

CLS TS Transportation Svcs

Full Time

77342BR

Job Summary

Under direction of the Associate Director of Administrative Services, the Administrative Operations Coordinator will directly support the Transportation Department by serving in the role of work lead overseeing the UCSF fleet which includes managing the fleet database, assisting with DMV registrations when purchasing new vehicles, and compiling vehicle inventory reports. The Administrative Operations Coordinator will provide guidance and direction to administrative staff, comprised of 7 full-time Administrative Assistant IIIs. The need for this position is crucial to keep pace with the rapid growth that continues at UCSF.

Requirements of this position include overseeing, performing, and implementing improvements to the administrative services unit. This position will have decision-making authority that will help support the development and direction of organizational objectives and goals.

This position will apply acquired job skills, policies and procedures to complete assignments, projects and tasks of moderate scope and complexity and exercise judgement within defined guidelines and practices to determine appropriate action in the areas of purchasing, inventory, accounts receivables/payables, cashiering and sales.

The final salary and offer components are subject to additional approvals based on UC policy.

To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search

Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.

For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.

To learn more about the benefits of working at UCSF, including total compensation, please visit:

Department Description

UCSF's Transportation Department manages transit and parking services for UCSF students, faculty, employees, patients, and visitors. The department employs nearly 200 staff, predominately represented union staff. The labor costs represent one of the largest expenses in the Department's operating budget.

Transit operations include operating 8 fixed routes and one on-demand shuttle service that supports nearly 1.5 million annual riders and operates Monday - Friday, from 5am to 10pm. The shuttles provide inter-campus services to most UCSF campus sites and help commuters connect to the 16th / Mission and Civic Center BART stations. Over 100 represented drivers work in the Transit Division, led by supervisors and managers.

Parking operations includes building, maintaining, and operating more than 25 parking garages and surface lots on multiple UCSF campuses, with over 7,500 spaces. The parking team, comprised of approximately 65 staff, also manages parking enforcement, citation adjudication, patient valet and other parking related services.

The Department promotes clean and sustainable transportation modes that include walking, bicycling, carpool / vanpool, car-sharing program, electric scooter sharing program, etc.

Given the large number of staff in the Department and planned growth, there is a continuous stream of staffing activity that requires the ability to work in partnership with Human Resources (HR) and expertise in recruitment, training, performance management, employee engagement, recognition, and related areas.
This position leads broader administrative functions including departmental HR support, IT, Space Planning, Sales offices, customer service, etc.

UCSF's Transportation Department participates in system-wide Principles of Community and all Transportation leaders are expected to create a fair, equitable, safe, and supportive work environment, where everyone can do their best work. Transportation leaders share accountability for the overall success of the operation and strive towards a high-performance work environment. We value innovation, creative problem solving, and diligent follow-through.

Required Qualifications


  • Bachelor's degree in related area and 1 or more years of related work experience; and / or equivalent experience / training
  • 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.
  • Demonstrated ability to independently analyze business and operational problems, conduct research, investigate situations, identify and recommend various options that meet department and/or customer objectives.
  • Demonstrated proficiency utilizing Filemaker Pro database system, including recording sensitive personnel data and the production of various reports, and experience editing layouts and/or updating formulas and scripts
  • Ability to work in both a team and individual environments
  • Diplomacy and tact
  • Ability to work in a fast-paced, time-sensitive environment
  • Ability to analyze problems, determine solutions and make decisions based upon analysis
  • High level skills in MS Office (Word, Excel, PowerPoint, Outlook)

Preferred Qualifications

N/A

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Organization

Campus

Job Code and Payroll Title

004263 ADMIN OFCR 2 CX

Job Category

Administrative Support

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Employee Class

Career

Percentage

100%

Location

Mission Bay (SF), Parnassus Heights (SF)

Shift

Days

Shift Length

8 Hours

Additional Shift Details

Monday-Friday; 8:00am-5:00pm

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