Administrative Assistant 41053479

A leading medical institution is seeking an Administrative Assistant. The successful candidate will support the Assistant Vice Chancellor/Executive Director (AVC/ED). The ideal candidate has advanced level skills with Microsoft Office Suite of products (Excel, Outlook, Word, PowerPoint).

Administrative AssistantPay and Benefits:

• Hourly pay: $30/hr
• Worksite: Leading medical institution (San Francisco, CA 94143 - 94158, Must be able to work at two different Medical Center locations) 
• W2 Employment, Group Medical, Dental, Vision, Life, 401k, PSL
• 40 hours/week, 3 Month Assignment

Administrative Assistant Responsibilities: 

• Maintain and coordinate the calendar of the Asst. Vice Chancellor.
• Oversee and ensure the daily administrative operations run smoothly for the Asst. Vice Chancellor's office.
• Function as the gatekeeper, understanding the requirements of the Asst. Vice Chancellor, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel, and meetings.
• Brief Asst. Vice Chancellor on deadlines and the status of pending issues.
• Prepare confidential reports for senior staff, systemwide, and other officials.
• Handle the details of a variety of matters on behalf of the Asst. Vice Chancellor.
• Monitor the need for supplies, materials, and equipment to support the AVC/ED’s activities.
• Participate in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.

• Responsible for providing meeting materials, such as agendas, background materials, programs, PowerPoint presentations, room reservations, AV, and ordering of refreshments as needed.

•  Coordinate candidate interviews for open recruitments.
• Organize ad hoc committees appointed by the Asst. Vice Chancellor on a broad range of issues.
• Provide prompt, courteous, and exceptional customer service for all callers and visitors to the Asst. Vice Chancellor’s office.
• Provides support to SHCS staff as directed by the AVC to assist in high-priority projects.
• Manage the SHCS conference rooms and collaborate with staff to develop proper policies and resolve conflicts, as they arise in an efficient and timely manner.
• Work with Educational Technology Services (ETS) to ensure AV equipment is maintained and recommend upgrades as needed as the workplace needs change.

Administrative Assistant Qualifications: 

• 4 years of related administrative experience and High school graduation; or an equivalent combination of education and experience.
• College-level courses or degree are preferred.
• Experience working with students is preferred.
• Experience in a healthcare environment is preferred.
• Experience in an educational setting is preferred.
• Knowledge of HIPAA and FERPA standards is preferred.
• Highly organized and detail-oriented; must know how to keep yourself and others organized and how to prioritize.
• Excellent verbal and written communication skills, including using appropriate professional telephone and email etiquette (spelling, punctuation, sentence structure, and writing are essential to position).
• Strong communication skills to collaborate with other administrators, support personnel, management, and clients on a regular basis.
• Ability to make independent decisions on a daily basis to address the best way to handle specific tasks.
• Advanced level skills with Microsoft Office Suite of products (Excel, Outlook, Word, PowerPoint).
• Ability to use office equipment such as scanners and copiers.
• Proven, strong customer service skills.