Job Requisition Number: 26244. UC Berkeley’s University Health Service (UHS) is a comprehensive college health service providing fully accredited, primary medical care, counseling and psychological services, and innovative health promotion programs for students, faculty, and staff. UHS provides on-campus medical care and coordinates supplemental needs for off-campus care through a network of community specialists and hospitals. UHS manages the student health insurance and workers’ compensation insurance programs. The total operating budget is approximately $23 million with another $24 million in health and workers’ compensation insurance programs. UHS employs over 350 career, casual, and student staff, represented by seven personnel programs/collective bargaining agreements, and managed by more than 30 supervisors.
The Administrative Services division within UHS is a centralized administrative structure which provides a wide range of business, administrative, computer, budget & finance and facilities functions and falls under the direction of the Assistant Vice Chancellor. The medical services division within the UHS includes urgent care, primary care, and specialty clinics, laboratory, pharmacy, physical therapy, radiology, and a major medical insurance plan; this division includes administrative and program managers, administrative support staff and falls under the direction of the Medical Director and the Assistant Vice Chancellor.
The Administrative Assistant/Office Manager works in the central office of University Health Services that houses the Assistant Vice Chancellor Director, UHS Medical Director and other professional and administrative staff. The Administrative Assistant/Office Manager independently manages work assignments, administrative projects, customer service and front office management. Reports to the Administrative Services Manager (Administrative Officer 3).
Key Responsibilities I. Administrative Office Planning and Coordination This position receives direct assignments from administrative and clinical services managers, and manages complex calendaring needs for UHS executive managers including the Assistant Vice Chancellor. This requires in depth knowledge of the functions of the UHS and an awareness of the priorities of the department as well as Administration and medical services. The individual must be able to respond and adapt quickly to changing priorities in a variety of situations. Manages Administrative Service office independently, directing inquiries to appropriate manager/unit. •Triage and manage administrative work requests from professional staff. •Supervise work-study students and student volunteers, delegating work assignments. •Assist Credentials Coordinator with tracking on licenses and certifications and with ordering, monitoring and updating of Secure Prescription Pads for clinicians, submitting appropriate confidential credentialing materials to vendor. •Manage calendaring for executive and committee meetings for administrative and clinical groups; prioritizing and negotiating conflicts appropriately. •Responsible for updates to intranet for Administrative Services and uploading of weekly schedules. •Manage travel arrangements, logistics and reimbursements for administrative and clinical staff. •Organizes, maintains and refines complex administrative systems. •Conducts research and analysis on administrative policies/procedures and best practices. Summarizes findings. •Trains unit managers on how to use Drupal, the web-based platform used for unit wide policies. •Participates in planning for organization wide projects (e.g. accreditation, emergency preparedness, disaster response). •Manages confidential and sensitive inquiries: •Provide confidential and sensitive front line support for telephone calls and visitors for the UHS Assistant Vice Chancellor, Medical Director, and Administration and clinical staff. •Triage complaints, assessing and resolving issues and/or escalating to departmental manager. If complaint implies a risk management component, alerts Risk Manager and submits a Take Note form. •Records confidential feedback from Suggestion Boxes and directs issues to appropriate departmental manager. •Unit liaison with Parking & Transportation & Fleet Services: •Processes order and IOC for annual renewal of UHS reserved parking spaces; provides direction to UHS managers on special event parking (e.g. football game days); approves special requests for parking passes; processes IOC to purchase, and approves issuance of daily use parking permits. •Submits requests to Fleet Services for confidential DMV records review for UHS drivers. •Monitor and log department vehicle use; report monthly tracking sheet to campus Fleet Services; parking permit issuance/tracking. •Manages UHS-wide email, telephone and distribution lists, both electronic and paper. Sets up unit Special Purpose Accounts (SPA) for departmental use. •Supports executive level managers in absence of Administrative Services Manager and/or Credentials Coordinator (PPA3).
II. HR Support •Schedules interviews and distributes new hire packets for hiring managers. Includes tracking on signed paperwork for new employees (job descriptions, PEMs, mandated training checklist). •Conduct separation or new hire actions within a week for Admin related tasks (such as distribution lists, mail box set up, etc.) •Submit request to IT to set up computer accounts for new employees prior to start date; set up IT training for new employees. •Assist new hires with negotiating system for completion of mandatory training. •Enter tickets into HR system for routine requests (e.g. furloughs, FTE adjustments, etc.). Assistant CME Coordinator •Committee Support: Assists CME Coordinator with scheduling and staffing CME Committee meetings; prepares draft agendas, takes minutes, and keeps attendance records. •Accreditation: Assists CME Coordinator in preparation for the CME accreditation/reaccreditation survey. •Activity Evaluation: Assists CME Coordinator by summarizing evaluation forms. •Reviews forms for Content Validation and Commercial Support. •Assists CME Coordinator on logistics for lectures (meeting space, a/v equipment, attendance log, on site coordination).
III. Facilities, Computer Functions, and Safety/Security •Analyze unit safety/security needs, make recommendations, and implement changes; make recommendations and coordinate initiatives. •Conducts annual unit Safety Inspection, ensuring follow-up actions are completed. •Issues surveys for feedback from staff following fire evacuation drills and summarizes results for Health, Safety & Security Committee Chair. •Serve as expert user of computer applications; provide computer, systems and web support. •Serve as unit representative on UHS Technology group; make recommendations to Administrative Services Manager about unit technology and training needs.
IV. Coordinate, implement, and document department's health and safety program for computer users: •Attend computer workstation evaluation training (4 hours) and periodic evaluator updates. •Evaluate departmental computer workstations in accordance with campus Workstation Design Guidelines for all staff who use a computer 4 hours or more a day. Meet timelines specified by labor contracts, if applicable. •Recommend modifications, as needed, to bring workstations into compliance with campus Workstation Design Guidelines. •Document evaluations, recommendations, and actions taken and ensure documentation is maintained with departmental injury and illness prevention program records. •Assist supervisors, as needed, in implementing recommendations. Includes processing orders, completing and submitting Matching Funds documentation, coordinating set up of new equipment/furniture. Develop expertise and ability to represent all of UHS operations in order to provide support in multiple UHS units for planned and unplanned absences. •Covers Tang Information Center and supervises workstudy students when TIC Manager is absent. •Utilize knowledge of electronic medical record system to provide support to patients and staff.
V. Resource Management •Manages campus and community requests for reservations of UHS conference rooms; includes obtaining Certificate of Insurance for non-campus organizations. When applicable, invoices non-UHS groups for use of room. •Manages conflicting reservations for room use, liaising with other units to accommodate all parties. When necessary, researches alternative locations on campus to accommodate UHS needs. •Directs student volunteers in regular clean up and stocking of conference rooms, copy rooms and machines. •Manage meeting space, facilities and equipment in support of unit staff and unit/organization-wide priorities. •Responsible for preparation, set up and take down of conference rooms for UHS-wide events, weekly medical lectures and special meetings, including set up of audio/visual equipment, Requires flexibility with work hours, adjusting to work hours of 7:45am-4:45pm. •Selects and orders food and beverage for staff events and meetings. Tracks on budget for all staff events. •Assists Administrative and Clinical units with technical support of a/v equipment. •Liaises with Vice Chancellor’s office to obtain approvals on entertainment and travel expenditures requiring that VC-level authorization.
VI. Program and Committee Support This position provides staff support for administrative programs and committees and performs tasks related to specific administration projects and assignments. Committees may include: Health & Safety Committee; System User Resource Group; Continuing Education Committee, Clinical Services Staff and Clinical Services Management Team. •Arrange and ensure notification of meetings. •Process internal agendas, minutes, mailings and related duties. •Attend meetings on behalf of Administrative Services and report back to supervisor/unit.
Other Duties as Assigned•Excellent interpersonal and communication skills to interact effectively with the public, staff, faculty and students; strong writing, proofing and grammar skills. •Demonstrated ability to work independently; prioritize work and complete assignments in a timely manner. •Expert knowledge and experience in the use of computer software applications in a PC/windows environment; Word and Excel required. Access, PowerPoint, and Visio experience preferred. •Demonstrated accuracy and attention to detail. •Effective telephone communications skills; telephone reception experience. •Demonstrated commitment to upholding high standards of customer service. •Ability to work in a high volume and busy office environment respond to challenging deadlines. •Experience handling “difficult” clients with sensitivity, tact and good judgment. •Willingness and ability to work as a contributing member of a team. •Willingness to work with a highly diverse group of clients and staff. •Ability to direct work study students and assign work assignments.
Education/Training: High School diploma/GED and/or equivalent education and experience Employment is contingent on successful completion of: Background Check, Acceptable Medical Evaluation that includes infectious disease surveillance and proof of current required vaccinations or immunity levels, and successful credentials verification (if applicable).
This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html
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