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.

•       % oftime Essential Function (Yes/No) KeyResponsibilities (TobecompletedbySupervisor) 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, …