Executive Assistant

University of California, San Francisco•San Francisco, CA

About The Position

This temporary assignment runs through June 2027, with the potential to extend. The Executive Assistant manages, plans, and administers operations for a small- to medium-sized academic or non-academic department or program. Administrative responsibilities include budgetary and financial management and human resources, and may also encompass IT, facilities, student services, and contracts and grants. The role applies experienced administrative operations knowledge and independently handles a broad range of responsibilities, analyzes issues of varying scope, and determines solutions. It includes short- and long-term organizational planning and may involve supervising staff or students. The position may report to a chair, director, or higher-level administrative operations professional or manager.

Requirements

At least 3 years of related work experience and/or equivalent experience or training.
Thorough knowledge of University rules, regulations, processes, protocols, and procedures for budget, accounting, and fund management and/or personnel management.
Interpersonal skills, including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling.
Knowledge of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
Solid knowledge of common University-specific computer application programs.
Ability to use discretion and maintain confidentiality.
Strong skills in short-term planning, analysis, problem-solving, and customer service.
Thorough knowledge of financial analysis and reporting techniques and/or human resources policies and procedures for staff and academic employees.

Responsibilities

Manage, plan, and administer administrative operations for a small- to medium-sized academic or non-academic department or program.
Manage budgetary and financial operations, including developing and preparing budgets and financial reports for potentially complex funding, and administering recharges.
Provide input on non-technical portions of grant and contract proposals.
Coordinate and participate in human resources activities, including employment, training, classification, and completion of HR and payroll forms and documents.
Gather, analyze, prepare, and summarize financial and human resources reports.
Provide guidance to support employees and/or students.
Conduct studies for resource plans, including approaches, trends, sources, and uses.
Serve on committees and represent the department or unit.
Assist in designing and drafting organizational website content, and draft newsletters and correspondence for organizational constituents.
Develop and implement supply inventory procedures and keep equipment in good working condition.
Administer facilities and space logistics and manage equipment needs.
Act as safety coordinator.
May assist with fundraising-related duties.
Perform short- and long-term planning for the organization.
May supervise staff or students.