Executive Assistant
Temporary Employment Program Job Summary Key Responsibilities:
- Arrange meetings with confidentiality, tact, and discretion, independently prioritizing internal and external participants of the university.
- Manage executive's time, schedule, and attention to important issues, appointments, and correspondence.
- Organize, prepare, and provide all relevant background and informational material for meetings attended by the executive.
- Coordinate travel and conference logistics, including expense reimbursement requests.
- Utilize independent judgment and decision-making to accomplish general objectives, demonstrating sensitivity and thorough knowledge of operational policies, systems, and procedures.
- Proactively communicate with executives to confirm priorities, capture deliverables, and organize scheduling.
- Maintain executive memberships, subscriptions, and professional affiliations.
- Research UCOP and UCSF policies, interpreting and informing executives and staff.
- Proficient in UCOP and UCSF policies and guidelines, including travel, gifts, meetings, entertainment, etc.
- Familiarity with UCSF business systems such as BearBuy, MyExpense, Trello, Microsoft Suite, Connexis, and others as applicable.
Customer Service and Teamwork:
- Solution-oriented with the ability to collaborate with internal and external groups to provide information and support to the organization.
- Provide backup to the administrative team to support executives as needed.
- Work collaboratively on a team to support staff in processing travel, expense vouchers, and additional approval requests.
- Maintain reports and files of approved documents with an understanding of records management strategies.
- Provide operational support for maintenance and organization of supplies, courier services, procurement, and invoicing.
- Participate in and organize events, providing onsite support as required.
- Triage and disseminate incoming inquiries for appropriate handling, routing urgent confidential calls/emails expeditiously to the appropriate source with follow-through and success.
The hourly compensation range for this role is
$30.00 - $45.93. 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: 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
- Solid analytical and problem-solving skills.
- Political acumen and sensitivity to differing perspectives and political circumstances within all levels of the organization.
- Strong service orientation.
- Effective communication skills with all levels of staff, faculty, alumni/donors, students, and external constituencies, both verbally and in writing.
- Ability to multitask within demanding timeframes.
- High-level discretion and ability to maintain confidentiality.
- Proficiency in Microsoft Suite.
Preferred Qualifications
- Familiarity with the organization's processes, protocols, and procedures.
- Knowledge of federal regulations such as FERPA.
- Thorough knowledge of common organization-specific and other computer application programs.
- Advising and counseling skills.
- Strong problem identification skills.
- Small to mid-level project management skills.
- Knowledge of UCSF business systems and policies.
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
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 Professional (Non-Clinical), Support Services, Temporary Employment Bargaining Unit 99 - Policy-Covered (No Bargaining Unit) Employee Class Temporary Employment Appointment End Date 14-Oct-2024 Location Hybrid, Parnassus Heights (SF) |
University of California - San Francisco Campus and Health
April 17, 2024