Executive Assistant/Project Manager

Department of Medicine - Education

Full Time

77618BR

Job Summary

The Executive Assistant/Project Manager provides administrative and analytical support to the Internal Medicine Residency team in the Department of Medicine (DOM) as assigned to ensure the smooth functioning of the Internal Medicine Residency’s activities to plan, coordinate, and implement departmental initiatives. The incumbent will report directly to the Assistant Director, Residency Program and manage the scope and timing of numerous residency projects to achieve desired organizational goals and benefits. Incumbent will manage the portfolio of projects for the Residency Program Director and Residency Leadership providing administrative and strategic support to achieve their goals. Portfolio includes project and program management of high-visibility, residency-wide initiatives and process development and improvement. Utilizing analytical skills and knowledge of policies and procedures, incumbent will operationalize the initiatives and may manage budgets associated with the aforementioned projects and programs.  Working collaboratively with the Internal Medicine Residency team, the incumbent will also ensure that projects and initiatives stay on schedule and assist with complex change management strategy plans as necessary. Responsibilities will range from drafting fellowship letters, streamlining processes, coordinating special events/meetings, to developing and maintaining residency-wide resources that are housed on the Teams channel or website. The incumbent will provide calendaring support for the Residency Program Director.

The incumbent is often assigned work on a project basis and is expected to manage the entire problem solving process, which includes researching and analyzing information, identifying and recommending potential solutions, and presenting the finished product in the form of a written recommendation or a completed project. S/he must work with a high degree of autonomy in a fast-paced work environment. This position is ideal for someone who enjoys taking initiative, is intellectually curious with excellent writing, attention to detail and organizational skills.

***NOTE: This is a hybrid role.

To see the salary range for this position (we recommend that you make a note of the job code and use that to look up):TCS Non-Academic Titles Search (ucop.edu)

Please note: The compensation ranges listed online for roles not covered by a bargaining unit agreement are very wide, however a job offer will typically fall in the range of 80% - 120% of the established mid-point. An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.

For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Department Description

The Department of Medicine’s (DOM) mission is research, both basic and clinical, teaching, patient care and public service.  The Department has a decentralized organizational structure across six sites – Parnassus, SFGH, VAMC, Mt. Zion, Laurel Heights, and Mission Bay, with approximately 40 divisions

The Internal Medicine Residency Program is a vital component of the UCSF Department of Medicine’s Educational mission. It is the largest residency program at UCSF (181 trainees) and is nationally recognized for excellence by the ACGME (Accreditation Council for Graduate Medical Education).

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• 3 or more years of project coordination or other related work experience.
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Solid knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Excellent organizational skills and ability to multi-task with demanding timeframes.

Preferred Qualifications

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• UCSF, healthcare or university experience.

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Job Code and Payroll Title

007377 ADMIN OFCR 3

Job Category

Administrative Support, Professional (Non-Clinical), Project Management

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Location

Flexible (combination of onsite and remote work), Parnassus Heights (SF)

Additional Shift Details

Monday - Friday; 8:00 AM - 5:00 PM