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.