Administrative Specialist III, DBP - Dean's Office

The
Administrative Specialist III provides and coordinates high-level
administrative, operational, and financial support for the Responsible
Executive Officer and the Director of the Donated Body Program (DBP). This
position serves as the primary point of contact for DBP donors and families,
handling sensitive and confidential matters with compassion, professionalism,
and discretion. Responsibilities include responding to donor inquiries,
processing program information requests and donor applications, reviewing
applications for completeness and program suitability, establishing new donor
records in the Pre-Need database, maintaining electronic files, and issuing
donor identification cards, acceptance letters, and declined application
notices.

The role
manages Electronic Death Records in the Electronic Death Registration System
(EDRS), including obtaining physician cause of death information, Social
Security verification, decedent information, disposition permits, and fee
processing through Bruin Buy. The position communicates with families regarding
death certificates and required documentation and processes related paperwork
such as Social Security Administration notifications, donor acknowledgment
letters, gift acknowledgment requests, and file checklists. Additional duties
include maintaining the DBP database and daily statistical reports; assigning
and reviewing Bruin Card and alarm code access; generating FSR requests;
serving as the DBP Suite Fire Warden; coordinating purchasing, vendor follow-up,
and annual equipment inventory; performing monthly ledger reconciliations and
financial reporting; preparing NPEARs, interdepartmental recharge forms,
reimbursements, and annual UCOP financial reports; arranging staff travel;
supporting annual budget preparation and Dean's Office reporting; recording
departmental meetings and preparing agendas and materials; coordinating the
annual Donor Memorial Ceremony and donor family invitations; and serving as
backup support for the Dean's Office financial office as needed.