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Administrative Coordinator

Job Description


Graduate Division Operations

Full Time

73154BR


Job Summary

The Administrative Coordinator position serves as the face of the Graduate Division to visitors, students, postdocs, faculty, and staff and as the primary point of contact for administrative operations of the CC310 suite. This position will provide high-level administrative and management support to the CC310 staff. The Administrative Coordinator supports the logistics and functionality of the CC310 physical space and the staff and operations, including members of the Graduate Division (GD), Office for Postdoctoral Scholars (OPS), and SAA/GD Operations.

The Administrative Coordinator will be required to prioritize work accurately and independently and to function effectively with multiple complex issues. The incumbent must assess and prioritize responsibilities while demonstrating the ability to manage competing priorities continuously and showing flexibility with change and a high level of diplomacy. They must work independently, demonstrate leadership around sensitive student and postdoc training issues, show initiative, and exercise sound professional judgment and confidentiality.

The Administrative Coordinator is a critical position that must act with appropriate urgency to situations and events that require quick response or turnaround and, at the same time, display a high level of professionalism, helpfulness, sensitivity to diversity, and support for a friendly environment for visitors of CC310.

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 (ucop.edu)

Please note: The compensation ranges listed online for roles not covered by a bargaining unit agreement are very wide, however a job offer will typically fall in the range of 80% - 120% of the established mid-point. 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: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html


Department Description

The Graduate Division functions as the institutional home for graduate education and postdoctoral scholarship at UCSF. It serves as the primary advocate for graduate students and postdocs, and strives to promote excellence in all graduate and postdoc training programs.


Required Qualifications

  • Bachelor's degree in related area and / or equivalent experience / training.
  • Ability to use sound judgment in responding to issues and concerns.
  • Must possess communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
  • Demonstrated organizational, analytical, and problem-solving skills and the ability to multi-task with demanding timeframes.
  • Established experience performing increasingly challenging administrative tasks within a complex organization with minimal supervision and performing other duties as assigned.
  • Working knowledge of common organization-specific computer application programs, including Microsoft Office Suite.
  • Ability to use discretion and maintain confidentiality.
  • Excellent oral/written and interpersonal communication skills, including editing professional documents for grammar, spelling, and content.
  • Strong professionalism, innate sense of appropriate behavior, good judgment, exceptional customer service skills, a friendly demeanor, courtesy, tact, and discretion.
  • Must be able to prioritize and manage multiple projects simultaneously, follow through with issues on time, meet last-minute requests efficiently and accurately, and respond quickly to conflicting priorities.
  • Proven ability to correspond/communicate/interact with diverse people, including UCSF senior leadership, faculty, students, staff, and outside funding agencies and vendors.

Preferred Qualifications

  • Experience editing and creating website content and use of HTML. Drupal experience preferred.  
  • Knowledge of UCSF, SAA, and the Graduate Division; knowledge of UCSF financial and administrative business Experience in large and small event planning, including all logistics, vendor, and catering management. room/venue sourcing, and budget tracking.

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 diversity.ucsf.edu

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.


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)


Additional Shift Details

Monday – Friday, 8am to 5pm


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