Executive Assistant 3

University of California, San Francisco • San Francisco, CA

47d

About The Position

The Department of Anatomy and the Department of Microbiology and Immunology are basic science departments within the School of Medicine that perform scientific research, training, and teaching. The Department of Anatomy includes 15 faculty members with primary full-time appointments, 15 faculty with joint appointments, and about 150 postdoctoral fellows and students engaged in research covering cell biology, developmental biology, and neurosciences. Faculty have laboratories at both the Parnassus Heights campus (cancer biology focus) and the Mission Bay campus (neurobiology focus). The administrative office is at Parnassus Heights. The department is committed to fostering a diverse, welcoming, and supportive community for education and research. The Bakar Aging Research Institute within the Department of Anatomy unites scientists and clinicians from all UCSF campuses to address critical questions in the Science of Aging, drawing from various centers and departments. The Department of Microbiology and Immunology conducts research in infectious diseases, immunology, and cancer at Mission Bay and Parnassus Heights, with 18 full-time faculty and over one hundred Postdoctoral Fellows. Graduate students are enrolled in PIBS or BMS programs. The G.W. Hooper Research Foundation, within the Department of Microbiology and Immunology, focuses on scientific research and training at Parnassus Heights. The Bakar ImmunoX Initiative is a program at UCSF that uses social engineering, advanced technologies, and a unique data-sharing model to support researchers and clinicians in harnessing immunology to improve human health. The Parker Institute, housed within the Department of Microbiology and Immunology, involves six major institutions and aims to accelerate the development of breakthrough immune therapies for cancer. The Executive Assistant 3 (EA3) will provide high-level administrative support to senior leadership, including Department Chairs, Directors, and the Chief Administrative Officer (CAO) for the Departments of Anatomy, Microbiology and Immunology, and the Hooper Foundation. The EA3 will also support additional faculty members as assigned. This role requires independent support for Chairs and/or Directors in all aspects of their responsibilities, including their research laboratories, national/international programs, events, committees, and editorial boards. This position will not have supervisory responsibilities.

Requirements

• Bachelor's degree in related area and / or equivalent experience / training
• Previous experience with academic and staff recruitment and searches with UCSF, or other academic institution.
• At least 3 years of experience in executive support or administrative operations
• Familiarity with the organization's processes, protocols and procedures.
• Thorough knowledge of common organization-specific and other computer application programs, including Microsoft Excel, Outlook, Word, Adobe Acrobat
• Solid analytical / problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.
• Demonstrated excellent attendance and reliability

Nice To Haves

• Prior experience working with web-based systems (Peoplesoft, Advance, Peopleconnect, UC Path)
• Previous experience successfully creating and/or modifying processes
• Knowledge of which individuals within the UC system and external agencies to contact for sensitive information

Responsibilities

• Provide high-level executive administrative support to the Chairs of the Departments of Anatomy and Microbiology & Immunology and the Director of the Hooper Foundation. Manage complex calendars, travel, meetings, correspondence, and confidential communications. Coordinate faculty meetings, Executive Committee meetings, retreats, and special events. Support faculty searches, appointments, advancements, and other academic administrative processes. Serve as liaison between the Chairs, faculty, staff, campus leadership, and external organizations.
• Coordinate laboratory administrative operations for the Chairs' research laboratories. Manage purchasing, reimbursements, equipment maintenance agreements, and capital equipment tracking. Coordinate laboratory logistics, facilities requests, onboarding, and space-related activities. Maintain biosafety, animal protocol, and laboratory compliance documentation. Partner with research administration and post-award staff on laboratory-related administrative matters.
• Provide comprehensive administrative support for the UCSF Integrative Microbiology (iMicro) Program and its leadership. Coordinate the Annual Bay Area Microbial Pathogenesis Symposium (BAMPS), including planning logistics, meeting coordination, registration, abstract collection, speaker and keynote communications, event scheduling, venue coordination, catering, audiovisual support, poster sessions, volunteer coordination, and post-event follow-up. Coordinate iMicro seminars, trainee retreats, workshops, and other educational and scientific events. Provide administrative support for graduate student recruitment, onboarding, trainee communications, and program activities. Maintain program records, websites, mailing lists, calendars, and program documentation. Coordinate communications among faculty, trainees, invited speakers, and collaborating institutions. Assist with preparation of program reports, meeting materials, and special initiatives supporting the iMicro community. Serve as the primary administrative liaison for iMicro-related activities with faculty, students, postdoctoral scholars, campus partners, and external collaborators.
• Coordinate trainee appointments and training grant administrative activities. Schedule advisory committee meetings and training events. Assist with progress reports and grant documentation. Support compliance with NIH and institutional training grant requirements.
• Provide executive-level administrative support to the Chief Administrative Officer. Manage calendar, travel, meetings, correspondence, and confidential communications. Coordinate departmental projects and operational initiatives. Serve as an administrative resource for faculty, staff, and campus partners.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive