Administrative Assistant

University of California San Francisco • San Francisco, CA

1d • Hybrid

About The Position

The UCSF Department of Family & Community Medicine is seeking a highly organized and detail-oriented Temporary Administrative Support Professional to support the Pacific AIDS Education & Training Center (PAETC) NorCAL team. PAETC NorCAL delivers regional workforce development, clinical education, and training programs across Northern California to advance HIV care and health equity. This role provides essential administrative coordination to support a distributed training team working across multiple counties and community-based partner sites. This position will coordinate day-to-day office and programmatic support functions to ensure smooth execution of trainings, meetings, and regional initiatives.

Requirements

• Demonstrated administrative support experience in a professional setting
• Strong organizational skills and attention to detail
• Experience with Microsoft Office Suite (Word, Excel, Outlook)
• Comfort working with databases or survey platforms
• Ability to manage multiple tasks in a deadline-driven environment
• Strong written and verbal communication skills

Nice To Haves

• Experience in higher education, healthcare, or workforce development settings
• Familiarity with UCSF systems (BearBuy, MyExpense, Qualtrics, etc.)
• Experience supporting remote and hybrid teams

Responsibilities

• Schedule meetings and coordinate calendars for regional training staff
• Arrange Zoom meetings and provide technical/logistical support as needed
• Reserve campus meeting spaces (Mission Hall and other UCSF sites)
• Coordinate external venue bookings for regional trainings
• Support preparation of training materials and packets
• Process reimbursement requests (travel, meals, training expenses)
• Support purchasing and ordering of program supplies
• Track invoices and maintain organized financial documentation
• Liaise with departmental finance and procurement staff as needed
• Manage training attendee records and sign-in documentation
• Enter and track evaluation data (e.g., Qualtrics/REDCap or similar platforms)
• Maintain organized databases of training participants
• Assist with generating summary reports from evaluation data
• Order office and training supplies
• Maintain organized shared drives and documentation systems
• Support onboarding logistics for new team members or trainers
• Provide general administrative support as assigned

What This Job Offers

• Career Level: Entry Level
• Education Level: No Education Listed