Executive Assistant

UCSF•San Francisco, CA

9d•$48 - $76

About The Position

This is a temporary assignment through June 2027, with the potential to extend. The role manages, plans, and administers administrative operations for a small to medium academic department or a small to medium non-academic department or program. Operations include budgetary financial management and human resources and may also include IT, facilities, student services, and contracts and grants. The position performs short- and long-term planning, analyzes issues across a broad scope, and independently applies professional knowledge and judgment to determine solutions. It may report to a chair, director, or higher-level administrative operations professional or manager, and may supervise staff or students.

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 operations 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 short-term planning, analysis, problem-solving, and customer service skills.
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 academic department or non-academic department or program.
Manage budgetary financial operations and human resources, potentially including IT, facilities, student services, and contracts and grants.
Develop and prepare budgets and financial reports for funding, which may be complex.
Perform recharge administration.
Provide input into 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 HR reports.
Provide guidance to support employees and/or students, as needed.
Conduct studies for resource plans, including approaches, trends, sources, and uses.
Serve on committees as a representative of the department or unit.
Assist with designing and drafting organizational website content and draft newsletters and correspondence to organizational constituents.
Develop and implement supply inventory procedures and help keep equipment in good working condition.
Administer facilities and space logistics and manage equipment needs.
Act as safety coordinator.
Assist with fundraising-related duties, as needed.
Perform short- and long-term organizational planning; may supervise staff or students.