Operations Officer at University of California San Francisco (UCSF)

Under the direction of the Director of Finance & Operations, the Operations Officer will:

• Provide programmatic, financial and administrative operations support
• In liaison with the Procurement and Finance teams, review and maintain service contracts and agreements and make recommendations for changes, as needed.
• Track and review invoices and statements from vendors to facilitate payment for various services
• Manage travel arrangements for staff and collaborators and coordinate related logistics in line with the travel policy
• Maintain good working relations with partners, staff and service providers
• Liaise with the relevant government offices for permits and licenses
• Facilitate insurance claims and support renewal of insurance
• Maintain motors vehicles and motorcycles inventory and liaise with the Transport Team for inspections and logbook issues
• Maintain website as needed
• Work with the Operations Team to improve efficiency and responsiveness
• Responsible for facilities management, ensuring premises are clean, in good repair and safety and security procedures are in place and complied with.
• Maintain inventory of all items and materials stored in the office or in storage
• Bank agent and petty cash custodian
• Any other duties as may be assigned

Procurement

• Maintain and update the asset register and ensure that all equipment is tagged and regularly maintained, and issuance records current
• Assist in the procurement of goods and services as per policy

Human Resources

• Support on-boarding processes
• Supervise staff, as assigned
• Support staff welfare activities

The position requires a one-year commitment, with the potential for extension at the end of the period, subject to funding availability.

Minimum Requirements:

• Bachelor’s degree
• Minimum of five years relevant work experience in project management and operations
• Proficiency in Word, Excel and PowerPoint
• Fluency in written and verbal English
• Experience with US government regulations and procedures will be an added advantage.

Other Desired Skills/ Qualities

• Strong planning, organization and management skills
• Ability to coordinate multiple events
• Strong interpersonal and communication skills
• Demonstrated ability to perform duties responsibly under minimum or no supervision