Administrative Assistant

UCSF•San Francisco, CA

41d•$65,229 - $120,123•Onsite

About The Position

The Administrative Assistant serves as an administrative and analytical resource for the Office of the Chair in the Department of Surgery and its senior executives, including the Department Chair, Associate Chair of Finance and Administration, Chief Operating Officer, and Chief of Staff. The incumbent will manage a range of duties and responsibilities associated with the administrative functions within the Chair’s Office, as well as duties related to the administrative, research, and clinical roles of the Chair and Chair’s Office executives. Key responsibilities include oral communication on behalf of the Chair and the Department, academic writing (letters of recommendation/support, peer references, correspondence), and official correspondence with various high-level contacts within the School of Medicine (SOM) Dean’s Office, SOM Chairs, Campus, and Medical Center leadership. The incumbent will independently produce visual aids, such as prints and slide presentations of figures and tables, computer graphics, and photocopying of materials for major meetings. They will also coordinate and support editorial responsibilities for scientific and clinical publications, including library and online searches, manuscript preparation, and management of bibliographic materials using EndNote software. The role involves orchestrating complex multi-site travel schedules (national and international) and assisting the Chair’s Office Administrative Team in planning department-wide events, managing the department website, and other special projects. The Administrative Assistant will also assist with critical departmental HR & Onboarding responsibilities, including credentialing and privileging of faculty through the UCSF Medical Staff Office, ensuring compliance with Medical Staff policies and regulations, and supporting human resources activities. Additionally, the incumbent will provide assistance in development/fundraising efforts and serve as the point person for trainee verifications. The Surgery Chair’s Office is a high-profile, fast-paced environment with diverse contacts and needs, requiring immediate, accurate, confidential, and compliant responses. This office oversees management, direction, and oversight of over 400 faculty (clinical and research), trainees, and staff personnel.

Requirements

Experience in administrative and analytical support.
Proficiency in producing visual aids, including prints and slide presentations.
Experience with computer graphics.
Experience with photocopying of materials for meetings.
Experience coordinating and supporting editorial responsibilities for publications.
Experience with library and online searches.
Experience in manuscript preparation.
Experience managing bibliographic materials using EndNote software.
Experience orchestrating complex multi-site travel schedules, including national and international locations.
Experience assisting with event planning.
Experience managing websites.
Experience assisting with HR & Onboarding responsibilities.
Experience with credentialing and privileging processes.
Experience assisting with compliance with policies and regulations.
Experience assisting with human resources activities.
Experience assisting in development/fundraising efforts.
Experience serving as a point person for verifications.
Ability to handle confidential and compliant information.
Ability to communicate effectively with diverse groups, representing executives or the Chair's Office.

Responsibilities

Serve as an administrative and analytical resource for the Office of the Chair and its senior executives.
Manage administrative functions within the Chair’s Office and duties related to the administrative, research, and clinical roles of the Chair and executives.
Handle oral communication on behalf of the Chair and the Department.
Perform academic writing, including letters of recommendation/support and peer references.
Manage correspondence with faculty, the SOM Dean’s Office, SOM Chairs, Campus contacts, and Medical Center leaders.
Independently produce visual aids, such as prints and slide presentations of figures and tables, computer graphics, and photocopying for major meetings.
Coordinate and support editorial responsibilities for scientific and clinical publications.
Conduct library and online searches for publications.
Prepare manuscripts for publication.
Manage bibliographic materials using EndNote software.
Orchestrate complex multi-site travel schedules, including national and international locations.
Assist the Chair’s Office Administrative Team in planning department-wide events.
Manage the department website.
Assist with critical departmental HR & Onboarding responsibilities.
Manage credentialing and privileging of faculty through the UCSF Medical Staff Office.
Assist in managing the department’s compliance with Medical Staff policies and regulations.
Assist with human resources activities.
Provide assistance in development/fundraising efforts.
Serve as the point person for trainee verifications.
Communicate with external medical facilities and hospital groups, representing the executive or the Chair’s Office.