WeID Lead Admin Assistant

Lead Administrative Professional - WeID Program

The Lead Administrative Professional serves as a key member of the UCSF Police Department's 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.

• % of time	Essential Function (Yes/No)	Key Responsibilities (To be completed by Supervisor)
  40	Y	We ID Program, LiveScan (DOJ background) and Notary:maintain campus ID card system,including verifying identities, takingphotos, issuing ID cards, maintaining electronic records, and performing data entry; fingerprint and process fingerprints for employee candidates; provide notaryservices; and schedule appointments for all 3 services. Update and maintain business operating systems, Prowatch and badge inventory databases daily. Daily reconciliation and deposit of cash, credit cards and check payments for all three services.
  5	Y	Administrative Support: Assist with special projects, including implementing mailings, sending correspondence, drafting letters, appointment scheduling, preparing Supply Equipment Request Forms, and other standardized accounting forms; provide direct. management support, including photocopying, faxing, data entryand data gathering. Maintaining office equipment, Inventory, and purchase supplies. Maintain and order set division files.
  5	Y	Administrative coordination, including desk coverage, answering phones and triaging callsappropriately, distribution of mail and other 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 Registrar's 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
• Four years of related administrative experience or an equivalent combination of education and experience
• Proficiency with Microsoft Office software, including Outlook, Word and Excel, PowerPoint, and Internet Explorer
• Knowledge of basic accounting principles
• Demonstrated English language composition and editing skills
• Excellent organizational skills and strong attention to detail
• Proven ability to work in a fast-paced, deadline-oriented environment
• Demonstrated ability to appropriately handle confidential material
• Ability to work effectively and accurately with a high volume of transactions and under time constraints
• Demonstrated record of excellent attendance, reliability and problem-solving skills
• Possess a valid California Driver's License with no other restrictions other than corrective lenses
• Notary License

Preferred:

• Familiarity with Microsoft Excel, Filemaker Pro, Livescan, Badging Software, and Oracle.
• Experience with UC Personnel transactions, policies, andprocedures
• 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.

Required:

• High school graduation
• Four years of related administrative experience or an equivalent combination of education and experience
• Proficiency with Microsoft Office software, including Outlook, Word and Excel, PowerPoint, and Internet Explorer
• Knowledge of basic accounting principles
• Demonstrated English language composition and editing skills
• Excellent organizational skills and strong attention to detail
• Proven ability to work in a fast-paced, deadline-oriented environment
• Demonstrated ability to appropriately handle confidential material
• Ability to work effectively and accurately with a high volume of transactions and under time constraints
• Demonstrated record of excellent attendance, reliability and problem-solving skills
• Possess a valid California Driver's License with no other restrictions other than corrective lenses
• Notary License

Preferred:

• Familiarity with Microsoft Excel, Filemaker Pro, Livescan, Badging Software, and Oracle.
• Experience with UC Personnel transactions, policies, andprocedures
• 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.