Program Assistant

UCSF•San Francisco, CA

14d•$90,000 - $95,153

About The Position

The Goldschmidt Collective (TGC), a unit within the Department of Family & Community Medicine, supports healthcare providers nationwide through 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

High school graduation and four years of related administrative experience, or an equivalent combination of education and experience.
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, with the ability to handle complex details accurately and attentively, problem-solve, and follow through.
Ability to work independently and as part of a team.
Ability to meet deadlines with minimal supervision.
Excellent verbal and written communication skills.
Strong knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, Access, and Outlook email.
Good conflict-resolution skills and strong customer-service 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.

Nice To Haves

Experience in a call center or customer-service environment.
Knowledge of call-center telephony and technology.
Experience with digital call-center software.
Knowledge of procurement processes.
Knowledge of medical and scientific terminology, especially HIV/AIDS and sexual and reproductive health terminology.
Interest in public health or social sciences.
Willingness to learn Salesforce CRM.

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 to callers.
Conduct initial call intake, confirm caller eligibility, identify the purpose of calls, and collect required contact and demographic information.
Document new and returning caller information accurately in Salesforce and maintain complete, up-to-date records.
Route calls and messages to the appropriate clinician according to 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 follow-up.
Perform other duties as assigned.