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San Francisco, United States Asian Americans Advancing Justice Full timeExecutive Assistant to the Executive DirectorLocation: Hybrid work schedule, based in San Francisco or Oakland, CADue Date: Applicants are encouraged to apply as soon as possible, and applications will be considered on a rolling basis. The application deadline is September 30, 2024.Start date: As soon as possibleType: Regular, Full-Time, Non-Exempt,...
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Executive Assistant
1 month ago
Executive Assistant SOP Dean's Office Full Time 79513BR Job Summary A key member of the Dean's Office, the Executive Assistant to the Dean oversees the Dean's daily administrative needs and schedule and functions with a high degree of autonomy and utmost discretion. The incumbent will act in a problem-solving and coordinating role in support of the Dean, working with a wide variety of personnel including University leaders, faculty, staff, and students. Key areas of responsibility include: Managing a highly complex executive calendar and meeting coordination. Providing on-site logistical support for meetings (slides, agendas, refreshments, video teleconferencing, etc.). Coordinating complex travel logistics (includes arranging flights, transportation, lodgings, meeting registrations, and keeping track of financial commitments and processing/tracking reimbursements). Using skilled judgment and discretion in triaging emails and other incoming requests for the Dean. Drafting written communications and materials. Providing background materials, talking points, and briefing materials for the Dean, and composing and maintaining the Dean's task lists. Taking on a variety of ad-hoc projects as needed. Responsibility for providing high executive level of support and for directing inquiries to appropriate resources or contacts as needed requires an understanding of Dean's goals and priorities, and a thorough understanding of the School's structure, academic programs, policies, workflow, and communication demands. This position uses concepts and organizational objectives to resolve the most complex issues with institution-wide impact, and must have an expert level of professionalism, confidentiality, and diplomacy. The final salary and offer components are subject to additional approvals based on UC policy. Department Description The UCSF School of Pharmacy (SOP) has been number one in research funding from the National Institutes of Health (NIH) every year for over four decades. We train our students to think scientifically to solve health care's most pressing problems and to ensure that each patient receives the safest, most effective, and most cost-effective treatments available. The Dean's Office of the School of Pharmacy supports the agendas of the dean and the School's three departments, the ORU and their faculties, through activities in its administrative and advisory units. Required Qualifications Bachelor's degree in related area and/or equivalent experience/training. Minimum 5 years of experience working in a large complex organization supporting an executive. Advanced knowledge of the organization's processes, protocols, and procedures. Intermediate to advanced knowledge of common organization-specific computer applications. Strong analytical/problem-solving skills. Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization. Advanced service orientation. Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students, and external constituents, both verbally and in writing. Ability to multi-task with demanding timeframes. Flexibility to adapt to sudden changes. Ability to use a high level of discretion and maintain all confidentiality. Mid-level project management skills. Ability to work both independently and in a group/team setting. Preferred Qualifications Knowledge of federal regulations such as FERPA. 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. 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. 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 007385 EXEC AST 4 Job Category Administrative Support, Executive, Professional (Non-Clinical) Bargaining Unit 99 - Policy-Covered (No Bargaining Unit) Employee Class Career Percentage 100% Location Parnassus Heights (SF) Shift Days Shift Length 8 Hours Additional Shift Details Monday - Friday; 40 Hours/week #J-18808-Ljbffr
