Executive Assistant

Job Summary

Note: This opportunity will be hybrid with 3 days in office and 2 days working from home. 

The Department of Dermatology, School of Medicine, offers a broad range of patient care, teaching, research, and public service responsibilities. The Department provides medical students, residents, and post-doctoral fellows in the School of Medicine, with programs in research, patient care, teaching and public service.  The Department is comprised of four distinct clinical sub-units located at the Ambulatory Care Center, San Francisco General Hospital, Mount Zion, Mission Bay and the Veteran’s Administration Medical Center and consists of 45 full-time faculty, 40 researchers, 40 staff, 13 residents and 6 clinical fellow.  These operations are administered through various sites, interdependent sub-units, which are coordinated through a centralized Administrative Core. The incumbent will provide high-level executive support to the Department Chair and executive team. 

The Executive Assistant provides comprehensive administrative support to the Chairman of Dermatology, managing a wide range of administrative operations and ensuring smooth functioning of the executive's office. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to prioritize tasks effectively.

Primary Responsibilities:

Administrative Operations Management:

• Oversee and ensure the daily administrative operations of the executive's office run smoothly.
• Manage administrative operations for the Chairman of Dermatology, including budgetary/financial management, human resources, IT, facilities, contracts and grants, communications, and development activities.
• Represent the Chairman's office and leadership, triage requests for the Chairman's time and feedback, and prioritize queries and requests.

Efficient Information Management and Communication:

• Develop and implement efficient systems for managing information, projects, and communications.
• Coordinate activities, set agendas, and summarize deliverables for meetings impacting Dermatology.
• Organize department faculty meetings, executive leadership meetings, and special events.

Scheduling/Administrative Responsibilities:

• Manage complex calendars, scheduling, and travel arrangements for the Chairman.
• Schedule meetings, conferences, and events, and synthesize meeting notes.
• Develop and maintain a well-organized record-keeping system for the Chairman.

Program Coordination and Event Management:

• Implement programs, meetings, and events to inform internal and external constituents of Dermatology policies and practices.
• Provide logistical support for events, including scheduling, room reservations, catering, and materials preparation.

Stakeholder Relations and Communication:

• Establish and maintain high-level contacts internally and externally with discretion and diplomacy.
• Foster good working relationships with stakeholders from various entities.

Task Handling and Delegation:

• Handle various matters on behalf of the Chairman and disseminate information effectively.
• Review correspondence, generate recommendations, and ensure deadlines and commitments are met.

Research and Reporting:

• Research, compile, and summarize issues, policies, and topics for the executive.
• Prepare confidential reports and edit documents for the Chairman.

Human Resources Support:

• Assist the HR Manager with faculty timesheet reporting and other administrative tasks.
• Arrange new hire lunches and teambuilding activities for staff.

Project Management and Development:

• Work on ad hoc projects with the Director of Finance and Administration.
• Establish and maintain administrative procedures and informational resource files.

The hourly compensation range for this role is 

. An offer will take into consideration the experience of the final candidate, position requirements, 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

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Required Qualifications

• BA/BS degree with a major in a related field and 5-7 years of experience in administrative/executive assistant experience  or administrative analysis or operations research; in a university and research environment; or an equivalent combination of education and experience in complex, dynamic environment
• Combination of education and experience in providing and managing administrative support to a Department Chair, Director, or Senior Faculty members
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies. 
• Proven ability to manage complex calendars, prioritizing activities and responsibilities to meet deadlines in an environment of frequent interruptions and changing and competing priorities.
• Previous experience as Executive Assistant providing support to a high level position requiring discretion and judgment in daily activities
• Exquisite attention to detail; generation of error-free documents; proof-reading of documents
• Thorough knowledge of common organization-specific and other computer application programs.
• Analytical / problem-solving skills.
• 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.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies; both verbally and in writing.
• Strong skills in analyses and complex problem-solving; Ability to analyze problems, determine solutions, and make decisions based on relevant information and established procedures
• Demonstrated ability to communicate and interact with professionalism, courtesy, and good judgment in person, in writing, and by telephone.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Experience with preparation of communications including office announcements, PowerPoint presentations, agendas for meetings and reports

Preferred Qualifications

• Knowledge of University constituencies, organizational structure, policies, and procedures.
• Ability to generate a range of creative solutions to business challenges. 
• Experience with drafting and distributing newsletter

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, Professional (Non-Clinical), Support Services, Temporary Employment

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Employee Class

Temporary Employment

Appointment End Date

30-Sep-2024

Location

Hybrid, Mount Zion (SF)

Additional Shift Details

3 days in office and 2 days WFH