Administrative Coordinator & Executive Assistant

University of California San Francisco•San Francisco, CA

6d•$29 - $54

About The Position

The position is responsible for providing 1) overall administrative coordination of day-to-day operational and administrative activities for and across the Division of Palliative Medicine and 2) executive assistance to the Division Chief in the service of supporting the mission and goals of the Division. Key responsibilities will include serving as a central point of contact for Division faculty and staff on operational and administrative matters: submitting IT/facilities tickets/work orders, ordering and tracking supplies/inventory, submitting purchase orders and expense reports, supporting finance and HR tasks including tracking invoices/payments, check deposits, cost transfers, financial reconciliation, onboarding new hires, creating surveys, generating reports, and analyzing data, contributing to Division and team meetings, creating meeting agendas and minutes, and supporting special projects that add to the success of the Division or improves employee engagement/experience; providing administrative support to the entire interdisciplinary team of the inpatient consult service; managing all aspects of Division meetings and special events, including direct management of calendar and event activities, coordinating, researching and organizing meeting and event materials and logistics; maintaining Division communication resources; and providing high-level project and administrative support to the Division Chief including managing the Chief’s complex and shifting calendar. The Administrative Coordinator may also be involved in program-specific projects led by faculty/program directors in areas of research, clinical operations, and/or education. The Administrative Coordinator may also support Division communications/marketing tasks such as social media, Wiki, and/or website updates. The ideal candidate will be customer service-minded, organized, professional, and have the ability to work as a reliable and flexible member of a team handling multiple responsibilities in an environment of shifting priorities. In addition, a strong candidate will demonstrate autonomy and the initiative to learn policy, systems, processes, and culture. The candidate may work on projects that are highly sensitive or complex in nature, requiring the individual to work with a high level of independence, initiative, organization, and flexibility. Since the individual will interact with a wide range of audiences- diplomacy, professionalism, and tact are essential, together with excellent verbal and written communication skills. The individual must demonstrate excellent judgment in selecting methods and techniques for obtaining solutions. The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement. The salary range for this position is $29.05 - $53.50 (Hourly Rate). To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Requirements

Bachelor's degree in related area and / or equivalent experience / training
Minimum 1+ years of directly relevant experience required
Ability to use sound judgment in responding to issues and concerns
Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing
Solid organizational skills and ability to multi-task with demanding timeframes
Working knowledge of common organization-specific and other computer application programs
Ability to use discretion and maintain confidentiality

Responsibilities

overall administrative coordination of day-to-day operational and administrative activities for and across the Division of Palliative Medicine
executive assistance to the Division Chief
serving as a central point of contact for Division faculty and staff on operational and administrative matters
submitting IT/facilities tickets/work orders
ordering and tracking supplies/inventory
submitting purchase orders and expense reports
supporting finance and HR tasks including tracking invoices/payments, check deposits, cost transfers, financial reconciliation, onboarding new hires
creating surveys
generating reports, and analyzing data
contributing to Division and team meetings
creating meeting agendas and minutes
supporting special projects that add to the success of the Division or improves employee engagement/experience
providing administrative support to the entire interdisciplinary team of the inpatient consult service
managing all aspects of Division meetings and special events, including direct management of calendar and event activities, coordinating, researching and organizing meeting and event materials and logistics
maintaining Division communication resources
providing high-level project and administrative support to the Division Chief including managing the Chief’s complex and shifting calendar
involved in program-specific projects led by faculty/program directors in areas of research, clinical operations, and/or education
support Division communications/marketing tasks such as social media, Wiki, and/or website updates