Administrative Assistant III

Craniofacial Research

Full Time

77446BR

Job Summary

This position will manage the full general operations of an academic research program in the School of Dentistry (Program in Craniofacial Biology). In addition, this position will provide administrative and academic support to senior faculty members and research laboratories. This position will report directly to the PCB Director, but will be co-managed by a Professional Researcher who is collaborating with all the parties the incumbent will work for. The incumbent is expected to analyze and resolve operational problems of moderate scope.

Duties include, but are not limited to: managing the faculty’s academic calendars; assisting with faculty travel; completing with reimbursement for faculty members, invited speakers and senior research staff; coordinating events, seminars, and retreats; tracking and processing check request and payment request forms; drafting and editing correspondences, flyers, posters and letters; assisting with the program budget planning; updating CVs, biosketches and bibliography for scientific manuscripts; submitting HR cases; preparing agendas and minutes of meetings and organizing meetings; scanning and printing documents; coordinating with facilities for maintenance requests.

The final salary and offer components are subject to additional approvals based on UC policy.

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 (https://tcs.ucop.edu/non-academic-titles)

Please note: 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

N/A

Required Qualifications

• High school graduation and four years of related administrative experience; or an equivalent combination of education and experience;
• Well-developed interpersonal skills to manage diverse audiences including thorough active listening, critical thinking and ability to navigate demanding and/or conflicting priorities.
• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Highly developed organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Proficient in Word, Excel, EndNote, PowerPoint, including expertise in Word formatting
• Demonstrated proficiency in managing complex schedules and meeting planning on multiple calendars (Outlook, Google), and using Zoom and Microsoft Teams
• High level of interpersonal skills and professionalism
• Ability to work effectively in a team environment and independently
• Highly detail-oriented and organized
• Previous experience in event planning and organization, including travel arrangements, logistics and expense reimbursement

Preferred Qualifications

• Slack, Asana, Adobe Photoshop experiences
• Troubleshoot computer / equipment issues
• Web maintenance skills
• Experience using MyAdvance to update Faculty CVs
• Experience working with manuscripts/academic publishing; knowledge of scientific terminology
• Previous project coordination and/or fundraising experiences
• Experience performing literature searches (e.g. with Pubmed, Google Scholar)

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

004722 BLANK AST 3

Job Category

Administrative Support

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Location

Parnassus Heights (SF)

Additional Shift Details

Monday through Friday 8:30 am to 5:30 pm