Executive Assistant
Job Summary The anticipate duration of this temporary assignment is approximately 4 months.
Key Responsibilities:
- Calendaring and Scheduling
- Acts as primary scheduler for the Vice Dean, Associate Dean for Administration and Finance, and provides supporting scheduling for Vice Dean's Office Directors.
- Keeps all parties advised and updated on changes to schedules.
- Uses independent authority to make scheduling decisions on the executives' behalf.
- Day-to-day work involves independent analysis and decision-making impacting faculty, hospital, health department, foundation officials, University officials, and City and County legislators.
- Schedules and coordinates meetings as assigned, anticipating attendees and preparing materials needed for meetings.
- Briefs executives on their daily and weekly schedules, deadlines, and the status of pending scheduling issues.
- Considers short, medium, and long-term needs of the Vice Dean's schedule, ensuring prerequisite meetings and conversations occur to maximize productivity.
- Assists executives in understanding and advancing their priorities, preparing for meetings, communicating on their behalf, and protecting priority time.
- Makes and maintains high-level contacts of a sensitive nature, requiring discretion and diplomacy.
- Executive Administrative Support
- Oversees and ensures the smooth operation of the executives' offices on a daily basis.
- Independently coordinates and manages a broad range of confidential, complex, and high-level issues.
- Prioritizes correspondence and requests, managing and tracking the storage and retrieval of information for the Vice Dean and Associate Dean, ensuring deadlines are met.
- Independently oversees the flow of all written correspondence addressed to and from the executives, ensuring data accuracy and pertinence. Prepares documents for the executive's signature.
- Makes requested edits on correspondence, presentation slides, and other documents.
- Investigates issues and problems, drafting and preparing responses to urgent requests, confidential correspondence, and reports on behalf of the executive.
- Tracks outstanding issues for future resolution.
- Handles details related to professional travel, reimbursement for travel and meeting expenses, updating CVs, and assisting with licensing, memberships, tests, and annual reappointment applications.
- Coordination of Committees and Meetings
- Organizes and coordinates ad hoc committees appointed by the executive on a broad range of issues.
- Ensures meetings are scheduled and coordinated with agendas, reminders, necessary AV/IT setup, presentations, and catering.
- Other Duties as Assigned
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 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
- High degree of well-developed ability to identify, gather, and convey information and different perspectives accurately, appropriately, and in a timely manner.
- Demonstrated executive-level analytical support and experience.
- Ability to quickly integrate complex and sophisticated recommendations.
- Strong verbal and writing skills with the ability to communicate effectively with all levels of internal and external constituencies.
- Ability to be proactive about communicating with many people at various levels.
- Ability to multi-task within demanding timeframes.
- Ability to use high-level discretion and maintain a high level of confidentiality.
- Political acumen and sensitivity to differing perspectives and political circumstances within all levels of the organization and external constituencies.
- Demonstrated solid analytical and problem-solving skills.
- Advanced knowledge of MS Word, Excel, Outlook, PowerPoint, and Access with proven ability to use these tools effectively for preparing and presenting project outcomes.
- Demonstrated ability to function and participate effectively as part of a collaborative team.
Preferred Qualifications
- Extensive knowledge of health care and medical school business issues.
- Broader understanding of the external and internal issues that affect all levels of medical education, health care, and research.
- Experience in an academic environment.
License/Certification
- Bachelor's degree in related area and/or equivalent experience/training.
- Minimum 3 years prior experience supporting executives.
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 004702 EXEC AST 3 CX Job Category Administrative Support, Temporary Employment Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Employee Class Temporary Employment Location San Francisco, CA Campus Zuckerberg San Francisco General (ZSFG) Additional Shift Details Monday - Friday 8 hours per day |
University of California - San Francisco Campus and Health
Feb 09, 2025