Administrative Assistant

University of California San Francisco•San Francisco, CA

2d•Onsite

About The Position

Please note: this will be fully on-site at Zuckerberg (ZSFG) campus. Duration of approximately six months; will include optional medical coverage, holiday pay and sick leave accrual. The Administrative Assistant III provides critical administrative and operational support for the Division. This role is responsible for maintaining employee and client databases, ordering supplies, performing data entry, managing medical records, filing, faxing, and assisting with division-wide projects. The position supports daily program operations while ensuring compliance with Clinic and University standards.

Requirements

High school diploma or GED; and three years of related experience, or an equivalent combination of education and experience.
Ability to work cooperatively and communicate effectively with a wide range of individuals.
Ability to work in a high-stress, high-volume environment and meet deadlines.
Strong attention to detail and ability to follow verbal and written instructions accurately.
Ability to prepare written summaries, set priorities, and complete reports within required timeframes.
Proficiency with software packages including Excel, Access, Avatar, and internal UC systems; ability to recognize and correct data irregularities.
Excellent communication and interpersonal skills with a customer-focused approach.
Working knowledge of applicable University policies and procedures; thorough knowledge of office systems and ability to use a broad range of technology, systems, and administrative tools.
Ability to use judgment and discretion to resolve operational issues, determine priorities, and recommend process improvements.
Ability to lift up to 50 lbs and climb stairs as required.

Nice To Haves

College degree
Knowledge of medical and/or psychiatric terminology.

Responsibilities

Program Assistant Duties Support administrative operations for the Division.
Ensure custodial operations meet Clinic requirements.
Procure outside vendors (e.g., shredding, water, equipment repair, refuse/recycling services), ensuring cost efficiency and compliance with Clinic standards and contractual requirements.
Manage key and access assignments.
Shop for, organize, and maintain the food pantry for client distribution.
Administrative Support Order, inventory, distribute, and store office supplies for six programs.
Answer telephones and route inquiries appropriately.
Update and distribute the Staff Directory.
Distribute mail and faxes.
Open and close client charts.
Perform filing and assist with other general office functions.
Program Support Provide administrative support for 10+ clinicians and managers.
Manage client information in the Epic system (Department of Public Health database).
Monitor client Medi-Cal eligibility, UMDAP, and treatment plans; run weekly Avatar reports and ensure timely updates and cleanup.
Oversee client medical records for approximately 1,200 clients, including creating new records, ensuring quality, reorganizing files, and managing inventory and thinning processes.