Exec Ast 4

University of California, San Francisco•San Francisco, CA

About The Position

Provides senior-level, highly autonomous administrative support to executives at UCSF Health. The role oversees executive office operations, communications, confidential information, and complex or sensitive assignments, using independent judgment and initiative to address changing priorities. It also manages planning and high-level projects and system-wide initiatives, and responds on behalf of executives to requests from campus and external constituents. The incumbent maintains a strong working knowledge of the organization, its personnel, mission, and reporting departments, and provides recommendations and solutions with minimal direction. The position provides reception and coverage for UCSF Health Administration main phone lines and handles calls and visitors for other analysts during breaks, lunch, time off, and absences. It evaluates, prioritizes, and resolves often-sensitive issues and participates in developing departmental and individual goals aligned with the Medical Center’s mission, vision, values, and goals.

Requirements

At least 5 years of executive-level administrative experience with a bachelor’s degree, or at least 10 years without a degree.
Extensive experience scheduling complex meetings involving multiple participants.
Advanced analytical and problem-solving skills.
Ability to perform increasingly challenging administrative work in a complex organization with minimal supervision.
Excellent interpersonal and writing skills.
Sound judgment and discretion when 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 and ability to maintain confidentiality.
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 and training.
Political acumen and sensitivity to differing perspectives and political circumstances within 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 and develop effective systems for managing information, projects, and communications.
Manage complex and highly sensitive matters; prepare presentations and process, proofread, edit, and distribute confidential documents.
Evaluate, prioritize, and resolve sensitive issues; oversee travel arrangements, reimbursements, itineraries, and payroll.
Establish and maintain confidential files and protect the confidentiality of information.
Maintain a database of initiatives and assignments, brief executives on priorities, deadlines, and pending issues, and track actions delegated to other offices.
Coordinate information from departments and ensure it is completed in time for executive review before meetings.
Research and summarize complex or sensitive matters, policies, and topics; prepare background information, talking points, and briefing materials.
Respond on behalf of executives to questions from faculty, staff, students, and the public; prepare responses to urgent requests and independently investigate complex issues.
Collaborate with executives to execute internal and external communications.
Prepare confidential reports, executive briefings, analyses, and summaries for senior staff and UC system officials.
Coordinate projects, communications, timelines, meetings, and retreats, and follow up on resulting actions.
Provide reception and coverage for UCSF Health Administration phone lines and handle calls and visitors for other analysts during breaks, time off, 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.