Dermatology

Full Time

77885BR

Job Summary

The Executive Assistant (EA) will serve as the primary point of contact and gatekeeper for the Chairman's Office. The EA must be able to triage and prioritize in a fast-paced environment, work independently with minimal supervision, and remain current in many technological applications (including Zoom, Outlook, Slack, Google Applications, OneNote, and more). The EA will manage multiple complex projects while also prioritizing and coordinating complex communications on behalf of the Chairman. The EA performs and/or oversees special projects or assignments that are sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. S/he handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance, across both the university and health system. The position requires a well-organized, proactive, resourceful, approachable, flexible, efficient individual who enjoys supporting a large and diverse department. Crucial to this role is the ability to take minutes during meetings and interact with a wide range of audiences with diplomacy, confidentiality, and professionalism. Expert written and verbal communications skills, strong decision-making ability, experienced and nuanced understanding of university guidelines and processes, attention to detail, and responsiveness with high productivity are also essential attributes.

Details of the position include managing the Chairman's complex and busy calendar and travel schedule across many time zones; exercising independent judgment and critical thinking in managing multiple assignments on tight deadlines; framing, analyzing, and solving problems; drafting, editing, and monitoring correspondence; drafting meeting agendas, materials, and presentations; and other duties as assigned by the Chairman and the Director of Finance and Administration.

**NOTE: This a hybrid with working onsite and remotely.

The final salary and offer components are subject to additional approvals based on UC policy.

To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search

Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.

For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.

To learn more about the benefits of working at UCSF, including total compensation, please visit:

Department Description

The Department of Dermatology, School of Medicine, offers a broad range of patient care, teaching, research, and public service responsibilities. The Department provides medical students, residents, and post-doctoral fellows in the School of Medicine, with programs in research, patient care, teaching and public service. The Department is comprised of four distinct clinical sub-units located at the Ambulatory Care Center, San Francisco General Hospital, Mount Zion, Mission Bay and the Veteran's Administration Medical Center and consists of 45 full-time faculty, 40 researchers, 40 staff, 13 residents and 6 clinical fellows. These operations are administered through various sites, interdependent sub-units, which are coordinated through a centralized Administrative Core. The incumbent will provide high-level executive support to the Department Chair and executive team.

Required Qualifications

• BA/BS degree with a major in a related field and 3+ years of experience in administrative/executive assistant experience or administrative analysis or operations research; in a university and research environment and/or complex dynamic environments; or an equivalent combination of education and experience.
• Experience with preparation of communications including office announcements, PowerPoint presentations, agendas for meetings and reports.
• Previous experience as Executive Assistant providing support to a high level position requiring discretion and judgment in daily activities.
• Proven ability to manage complex calendars, prioritizing activities and responsibilities to meet deadlines in an environment of frequent interruptions and changing and competing priorities.
• High attention to detail; generation of error-free documents; proof-reading of documents.
• Thorough knowledge of common organization-specific and other computer application programs.
• 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.
• Strong skills in analyses and complex problem-solving; Ability to analyze problems, determine solutions, and make decisions based on relevant information and established procedures.
• Demonstrated ability to communicate and interact with professionalism, courtesy, and good judgment in person, in writing, and by telephone.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.

Preferred Qualifications

• 5+ years of experience in administrative/executive assistant experience or administrative analysis or operations research.
• Combination of education and experience in providing and managing administrative support to a Department Chair, Director, or Senior Faculty members.
• Knowledge of University constituencies, organizational structure, policies, and procedures.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies.
• Ability to generate a range of creative solutions to business challenges.
• Experience with drafting and distributing newsletter.

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

Campus

Job Code and Payroll Title

007384 EXEC AST 3

Job Category

Administrative Support, Professional and Managerial

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Employee Class

Career

Percentage

100%

Location

Flexible (combination of onsite and remote work), Mount Zion (SF)

Shift

Days

Shift Length

8 Hours

Additional Shift Details

Monday - Friday; 8:00 AM - 5:00 PM