EXEC AST 4

UCSF•San Francisco, CA

17h

About The Position

Provides senior-level administrative support to executives, including oversight of executive office operations and coordination of communications and pertinent information. Handles highly sensitive and complex matters with independence, initiative, discretion, and meticulous attention to detail. Manages and plans high-level projects and system-wide initiatives in support of UCSF Health, resolving complex issues while responding to changing priorities in a dynamic environment. Under minimal direction, responds to requests from campus and external constituents on behalf of executives and serves as a resource when executives are absent. Requires a strong working knowledge of the organization, its personnel, mission, and the functions of departments reporting to the executives. The role provides reception and coverage for UCSF Health Administration’s main phone lines and handles calls and visitors for other analysts during breaks and absences. It evaluates, prioritizes, and develops solutions to often sensitive issues and participates in departmental and individual goal-setting aligned with the Medical Center’s mission, vision, values, and goals. Responsibilities include directing daily administrative operations; developing systems for managing information, projects, and communications; managing confidential documents and files; preparing presentations, reports, briefings, and correspondence; coordinating executive communications and complex meetings; managing travel, reimbursements, itineraries, and payroll; tracking initiatives and delegated actions; and coordinating projects, meetings, retreats, timelines, and follow-up.

Requirements

At least 5 years of executive-level administrative experience with a bachelor’s degree, or at least 10 years of executive-level administrative experience without a degree.
Extensive experience scheduling complex meetings involving multiple participants.
Advanced analytical and problem-solving skills.
Ability to perform increasingly challenging administrative tasks in a complex organization with minimal supervision.
Excellent interpersonal and writing skills.
Ability to use good judgment and discretion in handling sensitive and confidential issues and assignments.
Strong organizational skills.
Ability to communicate and influence effectively, verbally and in writing, with staff, faculty, alumni and donors, students, and external constituents at all levels.
Intermediate to advanced knowledge of common organization-specific computer applications.
Advanced service orientation.
Ability to maintain confidentiality and exercise a high level of discretion.
Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Visio.
Advanced knowledge of organizational processes, protocols, and procedures.

Nice To Haves

Bachelor’s degree in a related area or equivalent experience or training.
Political acumen and sensitivity to differing perspectives and political circumstances across the organization, the Office of the President, and external constituencies.
Knowledge of federal regulations such as FERPA.
Advising and counseling skills.
Knowledge of a medical center, campus, or other academic medical center setting.

Responsibilities

Direct daily administrative operations for the executive’s office.
Develop and implement effective systems for managing information, projects, and communications to ensure accurate and timely responses.
Handle complex and highly sensitive matters on behalf of the executive.
Develop presentations and process, proofread, edit, and distribute confidential letters, reports, minutes, and other documents.
Evaluate, prioritize, and triage sensitive issues and develop solutions.
Oversee travel arrangements, reimbursements, and itineraries; manage payroll; and maintain confidential files and information.
Maintain a database of initiatives and assignments, including actions delegated to other offices.
Brief executives on priorities, deadlines, and the status of pending issues.
Coordinate information from departments and track completion in time for executive review before meetings.
Research, compile, and summarize complex or sensitive issues, policies, and topics; prepare background information, talking points, and briefing materials.
Respond on behalf of the executive to questions and issues from faculty, staff, students, and the public, including sensitive matters.
Prepare responses to urgent divisional requests and independently investigate complex or sensitive issues and problems.
Collaborate with executives to execute internal and external communications.
Prepare confidential reports and synthesize information for executive briefings, reports, summaries, senior staff, and other UC system officials.
Coordinate and facilitate meetings and retreats, set timelines, communicate with stakeholders, and follow up on actions.
Provide reception and coverage for UCSF Health Administration main phone lines and handle calls and visitors for other analysts during breaks and absences.
Participate in developing departmental and individual goals and objectives aligned with the Medical Center’s mission, vision, values, and goals.
Perform other projects and duties as assigned.