Executive Assistant

2 days ago

San Francisco CA United States University of California - San Francisco Full time
Executive Assistant

Surgery

Full Time

82331BR

Job Summary

The Administrative Assistant (AA) III position provides comprehensive executive-level academic, administrative, and analytical support to Division of General Surgery faculty and central administration. The AA III will coordinate all academic and research activities of faculty and/or administrative personnel designated to them by the division. The position requires complex coordination of activities for multiple providers and/or designees. Activities will include completion of independent project assignments, academic course scheduling and setup, providing direct administrative support in preparation of grants and applications, development of tracking systems for travel and other expenses, calendaring of appointments, typing, and editing. Other duties will include ordering of supplies, troubleshooting information technology requests and problems as they arise, data analysis, preparation of presentations, event coordination and other logistical coordination. The candidate will also perform other related duties.

The incumbent's duties may include, but will not be limited to: handling front office reception and administration duties, including greeting guests, assisting internal/external customers, answering phones, handling company inquiries, and sorting and distributing mail; supporting the management and coordinating of the comprehensive calendar for the faculty; making travel arrangements; updating CVs; assisting with research grants; providing editorial support for manuscript publications; drafting and transcribing correspondence, some of which will be personal and confidential in nature; providing analytic support and independently producing visual aids; submitting payment and reimbursement requests; assisting with event planning; acting as purchasing coordinator; providing support to the basic science labs in the Division; maintaining databases; organizing and maintaining diverse filing systems, both in paper and electronically; and assisting with any special analysis, projects, and/or reports.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. The salary range for this position is $29.03 - $41.55 (Hourly Rate).

Department Description

The mission of the UCSF Department of Surgery is threefold: to develop the next generation of leaders in surgery; to provide outstanding quality clinical care that is cost effective, yet compassionate; and to make significant advances in scientific knowledge and clinical practice through basic and clinical research. The Department is comprised of multiple divisions and sections and our surgeons provide care at locations throughout the greater San Francisco Bay Area and beyond. Our Residents and Fellows also play a critical role in Department's success. The Department of Surgery Chair's Office is an extremely high profile, fast paced environment with a very diverse range of contacts and needs which require an immediate and accurate response, handled with confidentiality, and while staying compliant. The Chair's Office is responsible for management, direction and oversight of over 400 faculty (clinical and research), trainees and staff personnel.

Required Qualifications
  • High school graduation (or GED) and four years of related administrative experience; or an equivalent combination of education and experience
  • Experience in calendaring and scheduling for multiple faculty members using MS Outlook
  • Experience preparing and maintaining graphic presentations using PowerPoint
  • Demonstrated experience preparing and processing financial and other types of documents including purchase orders, reimbursements, travel requests, and reconciling invoices
  • Ability to maintain tracking system of budgets and reimbursements
  • Demonstrated experience in drafting, editing, and proofreading correspondence
  • Demonstrated excellent organizational, prioritizing, detail orientation, decision-making, problem-solving skills
  • Ability to manage multiple projects simultaneously, meet competing deadlines, be resourceful and work independently with minimal supervision
  • Ability to follow through and complete verbal and written protocols and or directions
  • Ability to be professional to effectively work with individuals at all levels; ability to demonstrate a high degree of confidentiality and discretion; and demonstrate flexibility with the ability to work with diverse personalities
  • Reliable and demonstrate good attendance
Preferred Qualifications
  • BA/BS degree
  • Knowledge of UC policies and procedures
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.

Organization

Campus

Job Code and Payroll Title

004722 BLANK AST 3

Job Category

Administrative Support

Bargaining Unit

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

Employee Class

Career

Percentage

100%

Location

San Francisco, CA

Campus

Parnassus Heights (SF)

Work Style

Fully On-Site

Shift

Days

Shift Length

8 Hours

Additional Shift Details

Monday-Friday; 8am-5pm

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