Program Assistant

University of California, San Francisco•San Francisco, CA

12d

About The Position

The Goldschmidt Collective (TGC), a unit within the Department of Family & Community Medicine, supports healthcare providers nationwide with expert, case-based, on-demand education, clinical guidance, and capacity building. Its clinical education topics include HIV and viral hepatitis prevention, evaluation, and management; substance use evaluation and management; and complex contraception, early pregnancy assessment, miscarriage management, menopause management, and early abortion provision as indicated. The Program Assistant provides administrative and operational support to TGC staff and faculty under the direction of the Program Manager. The role supports triage, scheduling, project coordination, purchasing and accounting, staff reimbursement submissions, and other administrative tasks that advance TGC’s mission and goals.

Requirements

At least one year of experience working in an academic or healthcare setting.
At least one year of experience working in customer service.
Excellent organizational and prioritization skills, including the ability to handle complex details accurately and attentively, problem-solve, and follow through.
Ability to work independently as well as in a team.
Ability to meet deadlines with minimal supervision.
Excellent verbal and written communication skills.
Strong knowledge of Microsoft Office Suite: Word, Excel, PowerPoint, Access, and Outlook email.
Strong customer service skills and good conflict-resolution skills.
Detail-oriented, with the ability to proofread and catch potential typos, grammatical errors, and data-entry mistakes.
Ability to manage high-stress situations, including complaints and difficult requests from individuals in crisis.
Ability to comply with policies and procedures.
Knowledge of call center telephony and technology, and experience with digital call center software.
Knowledge of procurement processes.
Interest in public health or social sciences.
Willingness to learn Salesforce CRM.

Nice To Haves

High school graduation and four years of related administrative experience, or an equivalent combination of education and experience.
Experience in a call center or customer service environment.
Knowledge of medical and scientific terminology, especially HIV/AIDS and sexual and reproductive health terminology.

Responsibilities

Support day-to-day administrative operations, including scheduling and coordinating meetings and events, maintaining and distributing staff rosters, processing mail and faxes, and maintaining office supplies.
Provide administrative coordination for the internal clinical education program, including support for continuing medical education (CME) activities.
Maintain records of staff presentations, publications, and other scholarly or educational activities for program reporting.
Support administrative processes related to staff training and compliance requirements.
Coordinate with UCSF IT and other administrative services to support staff technology and operational needs.
Respond to incoming calls using digital call center software and provide courteous, professional assistance.
Conduct initial call intake by confirming caller eligibility, identifying the purpose of the call, and collecting required contact and demographic information.
Accurately document new and returning caller information in Salesforce and maintain complete, up-to-date records.
Route calls and messages to the appropriate clinician based on established program protocols.
Support purchasing activities, including obtaining vendor quotes, preparing purchase requisitions, and tracking purchasing requests, deliveries, and shipments through completion.
Submit and track invoices and staff reimbursement requests, maintaining related documentation in accordance with established policies and procedures.
Review invoices for accuracy and identify discrepancies or unusual charges for appropriate follow-up.
Perform other duties as assigned.