Job Description

Job Summary:

The Dean's Office serves as the primary support unit for the Dean of the UCSF School of Dentistry and is responsible for a range of central administrative functions that support the School's departments and programs.

Under the supervision of the Dean's Office Manager, the Executive Analyst oversees and manages the day-to-day operations of the School of Dentistry Dean's Office, providing high-level administrative and project management support. The incumbent serves as a key liaison with centralized administrative units, including Finance, IT, and Facilities, to ensure the operational needs of the Dean's Office are effectively met.

In addition, this role coordinates and leads special projects and assignments that are sensitive and complex in nature, requiring a high degree of independence, sound judgment, and initiative in execution.

This is an onsite position.

Department Description:

UCSF School of Dentistry

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)
60YES
Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.

• Manages and schedules the Dean's and Vice Dean's complex calendars; proactively resolves scheduling issues.
• Serves as the primary point of administrative contact and liaison with other departments, units, individuals, and institutions on operational and programmatic matters.
• Oversees and ensures daily administrative operations run smoothly for the Dean's Office, including handling walk-up and phone interactions, incoming correspondence, and day-to-day problems.
• Manages travel plans and expenses for the Dean, Vice Dean, and invited guests; assists in securing airfare and hotel accommodations; reconciles travel and expense transactions in accordance with university policies.
• Monitors the Deans' long-range activities and commitments; works closely with the Executive Support Team to keep them informed of upcoming commitments and responsibilities.
• Triages complaints to identify, mediate, and resolve patient complaints referred to the Dean's Office.
• Processes accounting requests including travel reimbursements, meeting expense reimbursements, and vendor payment requests.
• Provides office coordination backup support as needed; answers Dean's Office main phone line and responds to inquiries.
• Ensures workspace, computer, equipment, mailbox, and appropriate software are ready for new employees' start date.
• Updates and maintains Dean's Office org charts; manages and streamlines shared drives and listservs.
• Supports staff engagement and morale through administration of programs including team building events.
• Collects feedback, makes recommendations, and implements new practices to improve the new employee experience and working environment.
• May serve on committees, representing department / unit.
• Other duties as assigned

10YES
Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and / or contracts and grants.

• Participates in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
• Organizes high-level meetings, developing and implementing standard procedures, and analyzing materials and presentations; coordinates information from other departments and tracks completion.
• Supports planning and executing a variety of complex special events, which may include retreats, summits, receptions, recognition events, and special committees; may lead planning of materials, venues, technical needs, menus, and coordination with special guests.
• Assists with and leads school-wide special projects and events including room reservations, event planning/coordination, hospitality/catering, and logistics.
• Assists with event budget preparation, sources cost-effective locations and vendors, manages spending within budgets, and communicates spending limits to event hosts.
• Assists various program managers/directors with special projects and activities, including outreach efforts, orientations, and other activities throughout the Dentistry community.

15YES
Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.

• Functions as the gatekeeper; understands requirements of the Dean and Vice Dean to prioritize issues according to urgency and allocate time for scheduled events, travel, and meetings.
• Prepares and responds to correspondence and documents in a timely manner in accordance with university policies and procedures.
• Makes contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.
• Prepares responses to urgent divisional requests on behalf of the executive; reviews outgoing correspondences for grammar, correctness, completeness, and appropriate attachments.
• Prepares thank-you acknowledgements and follow-up correspondence for meetings and events.
• Drafts and distributes memos and reports as assigned; creates and implements communications/invitations; evaluates events' success and makes recommendations for improvement.
• Creates promotional materials for events.

5YES
Develops and implements procedures for supply inventory and to keep equipment in good working condition.

Supply Inventory, Equipment & Facilities

• Develops and implements procedures for supply inventory; ensures office supplies are maintained at adequate levels.
• Oversees maintenance and repair of equipment and electrical/mechanical systems; manages office equipment including copier, shredding service, and telephones.
• Coordinates building and maintenance issues for general repair (HVAC, security, etc.) and updating (carpet cleaning, painting, etc.).
• Plans for future replacement of equipment; develops and maintains a tracking system for available electronic equipment.
• Supports office moves and remodeling projects by working with Facilities Management, furniture vendors, space planners, and IT; oversees use of storage space

10YES
Administers facilities and space logistics and manages equipment needs.

• Support office moves and completes remodeling projects by working with Facilities Management, furniture vendors, space planners, IT, etc.
• Coordinates UCSF Annual Space Survey for Dean's Office.
• Oversees the use of storage space.

Acts as safety coordinator.

• Monitors the faciltiy to ensure that it remains safe, secure, and well maintained
• Prepares and keeps up to date the Emergency Action Plan for the Dean's Office

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 business or in related area
• 3-5 years of relevant experience/ or equivalent experience / training.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Solid knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Strong organizational skills and ability to multi-task with demanding timeframes
• Demonstrated ability to manage multiple projects in a high stress, fast paced, detail oriented, deadline driven environment
• Demonstrated proficiency with Microsoft Suite (ex. Word,Outlook, Powerpoint)

Preferred Qualifications:

• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Prior experience working in an academic environment
• Experience with UCSF systems

Salary Information

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

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html