UCSF

Public health sciences university in San Francisco

Executive Assistant 4

Executive SupportConfirmed live in the last 24 hours

Full-timeSan Francisco, CA, USANo salary listedIn-person

About the Job

Requirements

At least five years of executive-level administrative experience if bachelor's prepared, or at least ten years of executive-level administrative experience if no degree is held.
Extensive experience scheduling complex meetings involving multiple participants.
Advanced analytical and problem-solving skills.
Ability to perform increasingly challenging administrative tasks within a complex organization with minimal supervision.
Excellent interpersonal skills and writing skills.
Ability to exercise good judgment when identifying and handling sensitive and confidential issues and assignments with discretion.
Ability to stay well organized.
Strong verbal and written communication and influence skills with staff, faculty, alumni and donors, students, and external constituents at all levels.
Intermediate to advanced knowledge of common organization-specific computer applications.
Advanced service orientation.
Ability to use a high level of discretion and maintain confidentiality.
Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Visio on a PC.
Advanced knowledge of the organization's processes, protocols, and procedures.

Responsibilities

Direct the daily administrative operations of the executive's office.
Develop and implement efficient systems for managing information, projects, and communications to ensure accurate and timely responses.
Handle details of complex and highly sensitive matters on behalf of the executive.
Develop presentations.
Process, proofread, edit, and distribute confidential letters, reports, minutes, and other documents.
Evaluate, prioritize, and triage sensitive issues and develop solutions.
Oversee travel arrangements, reimbursements, and itineraries.
Manage payroll.
Establish and maintain confidential files and preserve the confidentiality of all information.
Maintain a comprehensive database of initiatives and assignments, including actions delegated to other offices.
Brief executives promptly on priorities, deadlines, and the status of pending issues.
Coordinate information from other departments and track completion in time for executive review before meetings.
Research, compile, and summarize complex or highly sensitive issues, policies, and topics; provide background information, talking points, and briefing materials for the executive.
Respond on behalf of the executive to a wide variety of questions and issues from faculty, staff, students, and the public, including sensitive matters.
Prepare responses to urgent divisional requests on behalf of the executive; independently investigate complex and highly sensitive matters, issues, and problems.
Collaborate with executives to execute comprehensive internal and external communications.
Prepare confidential reports and summarize issues for senior staff and other officials within the University of California system.
Research, analyze, and synthesize information to prepare executive briefings, reports, and summaries.
Provide senior-level executive support; coordinate and communicate, set timelines, facilitate meetings and retreats, and follow up on actions as required.
Provide reception and coverage for UCSF Health Administration main phone lines; handle calls and visitors for other analysts during lunch breaks, personal time off, and absences.
Participate in developing departmental and individual goals and objectives aligned with the Medical Center's mission, vision, values, and goals.

Desired Qualifications

A bachelor's degree in a related area, or equivalent experience or training.
Political acumen and sensitivity to differing perspectives and political circumstances at all organizational levels, including the Office of the President and external constituencies.
Knowledge of federal regulations such as FERPA.
Advising and counseling skills.
Knowledge of a medical center, campus, or other academic medical center setting.

Job Summary

Provide senior-level support to the Executive(s). Provides administrative oversight for executives, including the coordination of communications and pertinent data. Perform and/or oversee special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance.

Responsible for managing, planning and high-level projects and system-wide initiatives in support of UCSF Health. Responsible for resolving complex and sensitive issues while remaining responsive to the varied and changing priorities of a high-profile, dynamic, and demanding environment. Under minimal direction, provides all assistance required. Manages responses on behalf of the executive to requests and inquiries from Campus and external constituents. Serves as a resource in response to concerns and/or questions that arise in the absence of the executives. Such concerns/issues are most often of a non-routine nature, requiring research, independent judgment and/or innovation to resolve. Must maintain a solid working knowledge of the organization, personnel, mission, and functions of departments which report to the executives and be able to respond to issues effectively and with minimal guidance. This is a high-level administrative position that operates with a high degree of autonomy, a strong service orientation, and meticulous attention to detail.

With full understanding of the scope of executive leadership responsibilities in the organization, incumbent is responsible for highly complex assignments that are confidential in nature, where excellent judgment is required to triage/resolve problems, and provide recommendations.

Department Overview

Provide reception and coverage for UCSF Health Administration main phone lines in accordance with service excellence standards; handle calls and visitors for other analysts during lunch hours, breaks, personal time off and absences. Evaluates, prioritizes, triages, and develop solutions to issues that are often highly sensitive in nature. Participates in the development of departmental and individual goals and objectives in concert with the Medical Center's Mission, Vision, Values and Goals.

Required Qualifications

Minimum 5 years executive level administrative experience if bachelor’s prepared or minimum 10 years executive level administrative experience if no degree
Extensive experience in scheduling complex meetings involving multiple participants
Advanced analytical / problem-solving skills.
Ability to perform increasingly challenging administrative tasks within a complex
organization with minimal supervision.
Excellent interpersonal skills are essential as well as excellent writing skills.
Ability to exercise good judgment to identify and handle sensitive and confidential
issues and assignments with discretion.
Must be well organized.
Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing.
Intermediate to advanced knowledge of common organization-specific computer applications.
Advanced service orientation.
Ability to use a high level of discretion and maintain all confidentiality.
Proficiency PC Microsoft Word, EXCEL, PowerPoint Outlook and Visio are essential.
Advanced knowledge of the organization's processes, protocols and procedures.

Preferred Qualifications

Bachelor's degree in related areas and / or equivalent experience / training.
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.
Knowledge of federal regulations such as FERPA
Advising and counseling skills.
Knowledge of medical center, campus or other academic medical center setting.

% of time	Essential Function (Yes/No)	Key Responsibilities (To be completed by Supervisor)
45%	Yes	Administrative Support: Directs the daily administrative operations for the executive's office. Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Handles the details of complex and highly sensitive matters on behalf of the executive. Develop presentations. Processes, proofreads, edits, and distributes confidential letters, reports, minutes, and other documents. Evaluate, prioritize, triage and develop solutions to issues that are often highly sensitive in nature. Responsible for oversight of travel arrangements, reimbursements and Itineraries. Manages payroll. Establishes and maintains confidential files. Maintains confidentiality of all information.
15%	Yes	Communications: Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices. Briefs executives in a timely fashion, about priorities and deadlines, on the status of pending issues. Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings. Research compiles and summarizes complex and / or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the executive. Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the executive, including those highly sensitive in nature. Prepares responses to urgent divisional requests on behalf of the executive; takes charge of complex and highly sensitive matters and independently investigates issues and problems. Collaborate with executives and to execute comprehensive internal and external communications
15%	Yes	Reporting: Prepare confidential reports and summarize issues for senior staff, and other officials within the UC system. Research analyzes and synthesizes information to prepare executive briefings, reports, and summaries.
20%	Yes	Project Coordination & Management: Provide senior-level executive support; collaborates and coordinates, communicates, sets timelines, and facilitates meetings and retreats, as well as follow-up on all actions, as required. This is an essential function for this position.
5%		Other projects and duties as assigned
100%

Budgeted Job Salary Range: 1

About the Company

UCSF

Public health sciences university in San Francisco

UC San Francisco is a public research university in San Francisco focused solely on health sciences, combining professional education with biomedical research and patient care. Its schools of dentistry, medicine, nursing and pharmacy train clinicians and scientists, while teams investigate cancer, immunology, genomics and neuroscience. UCSF Medical Center and Benioff Children's Hospitals connect clinical care with faculty research and training, and university clinics serve patients across Northern California. Founded in 1864, UCSF is the University of California campus dedicated to graduate and professional education and biomedical research, based in San Francisco.

Company size: 10,001+
Company stage: Not listed
Total funding: Not listed
Headquarters: Not listed
Founded: 1864

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