Temporary Employment Program

Temporary Employment

76956BR

Job Summary

The Executive Assistant (EA) provides comprehensive support to the UCSF Real Estate leadership team, including the Senior Associate Vice Chancellor, Vice President UCSF Health, Associate Vice Chancellors, Executive Directors, and Campus Building Official. Working within a team of administrative staff, the EA supports the department's mission and goals, requiring coordination and collaboration with all levels of the University and external agencies. The role demands flexibility, tact, and confidentiality, with responsibilities ranging from managing complex calendars to organizing meetings and events and overseeing communications and approvals according to UC policy.
Primary Duties:

• Arrange meetings with confidentiality, tact, and discretion, prioritizing accordingly for internal and external participants.
• Manage executives' time, schedules, appointments, and correspondence effectively.
• Organize and provide relevant background and informational material for meetings attended by the executive team.
• Coordinate logistics for meetings and events, including catering, room reservations, and audio/visual requirements.
• Manage travel and conference logistics, including expense reimbursement requests.
• Exercise independent judgment and decision-making to accomplish objectives requiring sensitivity and thorough knowledge of operational policies and procedures.
• Proactively communicate with executives to confirm priorities, capture deliverables, and organize scheduling.
• Maintain executive memberships, subscriptions, and professional affiliations.
• Research UCOP and UCSF policies, interpreting and informing executives and staff as needed.
• Proficient in UCOP and UCSF policies and guidelines, including travel, gifts, meetings, and entertainment.
• Familiarity with UCSF business systems, including BearBuy, MyExpense, Trello, Microsoft Suite, Connexis, and others as applicable.

Customer Service and Teamwork:

• Collaborate with internal and external groups to provide information and support to the organization.
• Provide backup support to administrative team to support executives as needed.
• Work as part of a team to assist staff with processing travel, expense vouchers, and additional approval requests.
• Maintain reports and files of approved documents with an understanding of records management strategies.
• Provide operational support for tasks such as supply organization, courier services, procurement, and invoicing.
• Participate in organizing events and provide onsite support as needed.
• Triage and disseminate incoming inquiries, routing urgent confidential calls/emails expeditiously to the appropriate source with follow-through and success.

Department Description

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Required Qualifications

• Solid analytical / problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Proficient in Microsoft Suite

Preferred Qualifications

• Familiarity with the organization's processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Thorough knowledge of common organization-specific and other computer application programs.
• Advising and counseling skills.
• Solid skills in problem identification.
• Small to Mid-level project management skills
• Knowledge of UCSF business systems, policies

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.
In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at
Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Organization

TEP

Job Code and Payroll Title

007384 EXEC AST 3

Job Category

Administrative Support, Professional (Non-Clinical), Support Services, Temporary Employment

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Employee Class

Temporary Employment

Percentage

100%

Appointment End Date

09-Sep-2024

Location

Mission Bay (SF)

Shift

Days

Shift Length

8 Hours