Administrative Project Management/ Executive Assistant to the Chair

General - Otolaryngology-Head and Neck Surgery

Full Time

63165BR

Job Summary

The Executive Assistant to the Chair position provides executive support to the Chairman of the Department of Otolaryngology – Head and Neck Surgery. The Executive Assistant supports the Chairman by drafting communications, managing a complex calendar and supporting varied and complex tasks. The Executive Assistant interfaces with the School of Medicine, Dean’s Office, Medical Center faculty and administrators, UCSF Medical Staff Office, non-UCSF physicians, faculty at other academic medical centers, patients, and staff.

These duties require excellent judgment, ability to work independently and with the highest level of confidentiality. 

Department Description

The Department of Otolaryngology-Head and Neck Surgery (OHNS) is a clinical department at UCSF with budgeted revenue of $35M for FY22. With ~ 36 MD clinical faculty, the department provides sub-specialized patient care at 8 clinical sites in the San Francisco area, performing ~ 83,000 procedures per year. Divisions within OHNS include Pediatric Otolaryngology, Head and Neck Surgery, Laryngology, Otology, Rhinology, Minimally Invasive Skull Based Surgery, Facial Plastics and Sleep Disorders. The UCSF hospitals are ranked #1 in Northern California by US News and World Report. The department also has a robust research enterprise with 10 PhD faculty, and $9.7M in sponsored research budgeted for FY22. OHNS has consistently been in the top 5 institutions for National Institutes of Health (NIH) funding. The department has a residency program with 25 residents. In addition, ~ 4-5 fellows receive subspecialty training annually.

The Department has experienced double-digit growth over the last two years prior to the pandemic with expansion of clinical services to other cities in the bay area. OHNS was one of the first departments to be fully integrated at Benioff Children’s Hospital in Oakland providing excellence in Pediatric patient care and offering clinics in several east bay cities.

Required Qualifications

•    Bachelor's degree in related area and one year of experience in administrative analysis or operations research; or equivalent experience / training.
•    Familiarity with the University processes, protocols and procedures or the ability to research and quickly integrate them into workflow
•    Advanced knowledge of common organization-specific and other computer application programs: Microsoft Office Suite (Outlook, Word, Excel, Access, PowerPoint, Publisher), EndNote, Visio, Adobe Acrobat Professional Version, internet browser, and scanning software, etc.
•    Experience and proficiency in complex electronic calendaring
•    Prior experience in event planning
•    Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
•    Excellent analytical and independent problem-solving skills, organizational, coordination and prioritization skills and ability to produce detail oriented and accurate documents and reports
•    Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
•    Demonstrated ability to maintain confidentiality, exercise judgment and make sound decisions
•    Ability to multi-task with demanding timeframes.
•    Ability to use high-level discretion and maintain a high level of confidentiality.

Preferred Qualifications

•    Advising and counseling skills.
•    Previous experience as Executive Assistant providing executive and administrative support to senior management/executives requiring discretion and judgment in daily activities
•    Previous experience in a health care or academic research environment 

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

007384 EXEC AST 3

Job Category

Administrative Support, Executive, Professional and Managerial

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Additional Shift Details

Monday - Friday, 8:00 am - 5:00 pm