Executive Assistant

Children's Hospital Administration

Full Time

78108BR

Job Summary

Incumbent is an experienced administrative and project management professional responsible for planning and managing the functions and operations of the UCSF Benioff Children’s departments, the functions and operations of which are significantly complex and broad in scope and responsibilities, and highly critical and sensitive in nature. Provides direct administrative, project and program support to department leaders, performing full range of short- and long-term planning for the leaders, departments/units, organization/health system, including but not limited to IT, facilities, budget/financial management, vendor contracts and invoice management, department- and system-wide communications, human resources (talent acquisition, new leader onboarding, personnel management). Responsible for projects, programs, initiatives and proposals that are complex, broad in scope, requires in-depth data and situational analysis/evaluation, and related – but not limited to – UCSF Health’s True North Pillars and Strategic Priorities that have broad impact across departments and the health system: Patient Experience, Quality & Safety, People, Financial Strength, Strategic Growth, Learning Health System. 

This is a complex, demanding position that functions with a high degree of autonomy, advanced service orientation, understanding the requirements to prioritize issues according to urgency and allocation of time and resources accordingly. Must be proactive, confidential/discrete, demonstrate analytic acumen and exercise good judgment in selecting methodology, techniques and evaluation criteria for obtaining solutions and completing deliverables by deadlines. Problem-solving frequently requires analysis of unique issues and problems without precedent and/or structure. Works independently but closely with department leadership, team members, and various organizational staff and faculty.  

Represents the UCSF Health system, departments and leaders in professional interactions and collaboration with all levels of internal and external faculty, staff, management and leadership. Functions with a high level of attention to detail, and must be capable of working in fast-paced, demanding, complex settings and environments. Must be flexible with work schedule and work locations to support all campuses.

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

Required Qualifications

• Bachelor's degree in a related area or four years of relevant experience.
• Three years of applicable work experience.
• Highly motivated and ability to work in complex and busy office workflow. The candidate must be able to work independently, exercise their own judgement to resolve administrative operational issues, and execute special projects assigned to them. 
• Ability to multi-task with demanding timeframes.
• Ability to use discretion and maintain confidentiality.
• Excellent interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Knowledge of a variety of administrative operational activities such as meeting scheduling, event planning, basic fundraising processes, risk management planning, website/newsletter design, accounting and payroll, and contracts and grants regulations and guidelines.
• Knowledge of financial analysis, processes, and reporting techniques, and human resources policies and procedures for health system employees.
• Knowledge of common University-specific computer application programs.
• Small to mid-level project management skills.
• Ability to analyze and interpret data regarding business operations and provide recommendations for efficiency, and budgetary.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• The ability to work at various locations in San Francisco, Oakland and Walnut Creek, when needed. 

Preferred Qualifications

• Strong understanding of financial data management, working with spreadsheets, and reporting system experience.
• Experience in health care industry.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.
• Project Management Certificate

About UCSF

At UCSF Health, our mission of innovative patient care, advanced technology and pioneering research is redefining what’s possible for the patients we serve – a promise we share with the professionals who make up our team.

Consistently ranked among the top 10 hospitals nationwide by U.S. News & World Report – UCSF Health is committed to providing the most rewarding work experience while delivering the best care available anywhere. In an environment that allows for continuous learning and opportunities for professional growth, UCSF Health offers the ideal atmosphere in which to best use your skills and talents.

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, Support Services

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Location

Hybrid, Oakland, CA, San Francisco, CA, Walnut Creek, CA

Additional Shift Details

M-F