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Job Title: Administrative OfficerJob Description

The Administrative Officer provides high-level executive support to the Chief Operating Officer of Adult Services, ensuring efficient operations across multiple clinical departments. This role involves managing complex schedules, coordinating strategic meetings, and serving as a key liaison between leadership, faculty, and external partners. The position also requires handling confidential communications, tracking performance metrics, supporting budget reviews, and assisting with operational and strategic initiatives. Additionally, the Administrative Officer facilitates cross-departmental coordination, oversees logistics for special projects, and ensures compliance with institutional policies.

Responsibilities

+ Oversee, plan, and administer various administrative operations.

+ Represent Adult Services on multiple committees.

+ Provide support for projects and initiatives such as the All-Campus Master Space Planning Committee and Emergency Preparedness & Workplace Violence Prevention Committee.

+ Coordinate activities including managing position requests and assisting with onboarding of new team members.

+ Facilitate requests related to IT, facilities, contracts, and grants.

+ Ensure successful completion of HR/Payroll related forms and documents.

+ Gather, analyze, prepare, and summarize financial and HR reports.

+ Perform recharge administration as needed.

+ Administer facilities and space logistics and manage equipment needs.

+ Manage complex schedules and meeting coordination for the Chief Operating Officer of Adult Services.

+ Schedule high-level meetings with internal and external stakeholders and prioritize urgent matters.

Essential Skills

+ 5+ years of experience supporting C-Suite executives as an Admin Officer.

+ Thorough knowledge of university rules and regulations, processes, protocols, and procedures for budget, accounting, fund management, and personnel management.

+ Strong skills in short-term planning, analysis, problem-solving, and customer service.

+ Experience in financial analysis and reporting techniques, and human resources policies and procedures for staff and academic employees.

+ Strong project management and calendar management skills.

+ Solid knowledge of common university-specific computer application programs.

Additional Skills & Qualifications

+ Knowledge of various 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.

+ Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling.

+ Ability to use discretion and maintain confidentiality.

Work Environment

This position supports the Chief Operating Officer of Adult Services, responsible for oversight across several clinical services departments. The work environment involves strategic planning and directing activities of clinical professional services departments through management staff. The Administrative Officer will report to the Chief Operating Officer for Inpatient Adult Services. The role requires handling confidential communications, facilitating cross-departmental coordination, and overseeing logistics for special projects.

Pay and Benefits

The pay range for this position is $50.00 - $60.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in San Francisco,CA.

Application Deadline

This position is anticipated to close on May 15, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.