WeID Lead Admin Assistant

**This position requires the following certifications:

• PossessavalidCaliforniaDriversLicensewithnootherrestrictionsother than corrective lenses
• California Notary Certification

Lead Administrative Professional WeID Program

The Lead Administrative Professional serves as a key member of the UCSF Police Departments WeID Program providing advanced administrative identification security and operational support services to the UCSF community and authorized affiliates. This position plays a vital role in ensuring the efficiency integrity and effectiveness of WeID operations while delivering exceptional customer service and supporting departmental objectives.

Under the general direction of the UCSF Police Department WeID Supervisor-Technical Services Division the incumbent functions as the lead administrative professional for the program coordinating daily operations and performing the full range of responsibilities associated with the WeID Administrative Assistant III role. The position serves as a subject matter expert for WeID systems processes and policies and may lead training initiatives process improvement efforts and special projects.

• % oftime	Essential Function (Yes/No)	KeyResponsibilities (TobecompletedbySupervisor)
  40	Y	WeIDProgramLiveScan (DOJ background)andNotary:maintaincampusIDcardsystemincluding verifyingidentitiestakingphotosissuingIDcardsmaintainingelectronicrecords and performing data entry; fingerprint and process fingerprints for employee candidates;providenotaryservices;andscheduleappointmentsforall3services. Update and maintain business operating systems Prowatch and badge inventory databases daily. Dailyreconciliationanddepositofcashcredit cardsandcheckpaymentsforall three services.
  5	Y	Administrative Support: Assist with special projects including implementing mailingssendingcorrespondencedraftinglettersappointmentscheduling preparing Supply Equipment Request Forms and other standardized accounting forms; provide direct. management support including photocopying faxing data entryand data gathering. MaintainingofficeequipmentInventoryandpurchasesupplies. Maintain and order set division files.
  5	Y	Administrativecoordinationincludingdeskcoverage answeringphonesandtriagingcallsappropriatelydistributionofmailandother general administrative support services
  50	Y	Operational Leadership and Program Support Serve as the lead administrative professional for the WeID Program providing operational guidance support and coordination for daily activities. Assist with workload distribution workflow management and service delivery to ensure operational efficiency and continuity. Assist with development implementation and maintenance of operational procedures standard operating guidelines and best practices to support consistent and effective service delivery. Lead or participate in special projects process improvement initiatives and departmental programs designed to enhance operational performance. Identification Security and Credentialing Services Issue and manage UCSF identification badges for faculty learners staff authorized affiliates and other approved populations in accordance with established policies and security requirements. Conduct Live Scan electronic fingerprinting for pre-employment screening background investigations and other authorized purposes. Perform ink fingerprinting services for specialized employee groups and regulatory compliance requirements including Patriot Act-related and other mandated processes. Provide notary public services to the UCSF community and affiliated individuals. Systems Administration and Technical Expertise Serve subject matter expert for WeID operational systems including identity management access control badging biometric enrollment scheduling and payment platforms. Generate monthly quarterly and annual reports as needed. Provide advanced troubleshooting workflow guidance and resolution of complex operational and system-related issues impacting service delivery. Maintain data integrity and ensure adherence to security privacy and compliance standards. Reporting Analysis and Operational Planning Develop maintain and analyze operational reports dashboards and performance metrics used to monitor service volumes staffing utilization transaction trends and program effectiveness. Identify trends opportunities for improvement and operational risks providing data-driven recommendations to support planning and decision-making. Support leadership through the preparation of reports analyses and operational summaries. Collaboration and Stakeholder Engagement Serve as a liaison between WeID operations and campus partners including Human Resources Information Technology Security Operations the Registrars Office and departmental leadership. Collaborate with stakeholders to resolve operational issues implement business processes and improve service delivery. Foster positive working relationships and promote a customer-focused service environment. Training and Staff Development Coordinate and facilitate staff onboarding training mentoring and knowledge transfer activities. Develop and maintain training materials process documentation and operational resources. Provide guidance on policy interpretation system workflows and operational problem-solving. Administrative and Compliance Responsibilities Perform a broad range of administrative functions including customer service records management data entry scheduling and maintenance of confidential information. Exercise a high degree of independent judgment in prioritizing operational issues determining appropriate resolutions and escalating matters based on service impact compliance requirements and organizational risk. Ensure compliance with university policies departmental procedures and applicable federal state and local regulations. Maintain the highest standards of professionalism confidentiality and customer service.

Required:

• High school graduation
• Fouryearsofrelatedadministrativeexperienceor anequivalent combination of education and experience
• ProficiencywithMicrosoftOfficesoftwareincludingOutlookWordand Excel PowerPoint and Internet Explorer
• Knowledgeofbasicaccountingprinciples
• DemonstratedEnglishlanguagecompositionandeditingskills
• Excellentorganizationalskillsandstrongattentiontodetail
• Provenabilitytoworkinafast-paceddeadline-orientedenvironment
• Demonstratedabilitytoappropriatelyhandleconfidentialmaterial
• Ability to work effectively and accurately with a high volume oftransactions and under time constraints
• Demonstratedrecordofexcellentattendancereliabilityandproblem-solving skills
• PossessavalidCaliforniaDriversLicensewithnootherrestrictionsother than corrective lenses
• Notary License

Preferred:

• Familiarity withMicrosoftExcelFilemakerProLivescanBadgingSoftwareand Oracle.
• Experience withUCPersonneltransactionspoliciesandprocedures
• Five (5) or more years of progressively responsible administrative or operational experience.
• Advanced proficiency with Microsoft Office Suite including Excel Outlook Word and Teams.
• Experience developing advanced Excel workbooks formulas reporting dashboards and operational analytics.
• Experience working with identity management access control security credentialing or related systems including ProWatch LiveScan (DOJ backgrounds) and related IAM programs.
• Experience developing standard operating procedures training materials and process documentation.
• Demonstrated ability to lead projects coordinate cross-functional initiatives and train or mentor staff.
• Strong analytical organizational problem-solving and communication skills.
• Experience working in a higher education healthcare public safety security or similarly regulated environment.