Admin Assistant III

University of California - San Francisco; San Francisco (CA); On-site; USD 100,000 - 125,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant III to be the first point of contact for a vital office within the healthcare sector. This role is crucial in providing administrative leadership and support, ensuring smooth operations for a diverse team. The ideal candidate will excel in customer service, demonstrate discretion, and manage multiple tasks efficiently in a dynamic environment. This position offers an opportunity to contribute to a mission-driven organization dedicated to advancing health and education. Join a team that values professionalism, integrity, and diversity while making a meaningful impact in the community.

Qualifications

• 4+ years of administrative experience in a professional environment.
• Proficiency in Microsoft Office Suite and database management.
• Excellent customer service and communication skills.

Responsibilities

• Serve as the first point of contact for the Vice Dean's Office.
• Support senior leadership with administrative tasks and document processing.
• Communicate with faculty and senior leaders within UCSF.

Skills

Administrative Support

Customer Service

Communication Skills

Time Management

Problem Solving

Data Tracking

Education

High School Diploma

Tools

Microsoft Word

Microsoft Excel

Outlook

Windows

Sequel Database

Job description

Admin Assistant III

DO-Vice Dean ZSFG

Full Time

84653BR

Job Summary

The Administrative Assistant III serves as a first point of contact for the UCSF School of Medicine (SOM) Vice Dean's Office located at Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG). The Vice Dean's Office provides administrative leadership and support for 19 departments with over 2,500 UCSF personnel located at the hospital and 900 residents and fellows rotating through annually. UCSF at ZSFG is dedicated to advancing health worldwide through preeminent biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care, particularly in serving the public at San Francisco's only level one trauma center.

This critical position sets the tone for the office, specifically conveying our sense of professionalism, discretion, customer service standards, and warm welcome. This responsibility includes communicating with faculty, chairs, deans, and senior leaders within UCSF, Executive Leadership at ZSFG and the San Francisco Department of Public Health, and foundation representatives. The Assistant supports senior leadership and administrative operations team with responsibility for department-wide administrative needs such as document processing, licensure tracking, digital archiving, communications, data tracking and troubleshooting and other administrative tasks. The accuracy of work completed by this position directly impacts the Dean's Office and the entire UCSF community at the hospital.

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

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

The salary range for this position is $29.03 - $41.55 (Hourly Rate).

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Department Description

The UCSF Vice Dean's Office of the School of Medicine (SOM) located at Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG) serves as a primary point of contact with the School of Medicine, the University, ZSFG executive administrative and medical leadership, the SF Department of Public Health (DPH) and all levels of campus administrators and the public. The Vice Dean's Office provides support to 19 UCSF Departments with approximately 2,500 UCSF Personnel and approximately 900 Residents, Fellows and Medical Students rotating at ZSFG.

Required Qualifications

• High School Diploma and four years of administrative experience.
• Extensive and proven experience in general administrative support in professional environment, including answering phones, scheduling calendars, coordinating meetings, processing reimbursements and planning events.
• Excellent customer service skills, ability to show good judgement. Demonstrated ability and temperament to work discreetly with sensitive information and numerous individuals.
• Accurate and dependable. Ability to take initiative for addressing questions and resolving problems every day. Ability to focus on results and complete work on deadline.
• Proficiency with Windows, Word, Outlook, and Internet Explorer. Proficiency with Sequel database environment.
• Intermediate Excel skills. Able to generate pivot tables and produce reports.
• Demonstrated ability to work well with individuals within a culturally diverse environment.
• Excellent communication skills including verbal, written and editing. Able to proof and catch potential typos, grammatical errors and data entry mistakes.
• Ability to effectively respond to rapidly changing priorities and anticipate needs in advance of being asked.
• Excellent time management skills. Ability to work within exact time frames in a complex, multi-task and challenging environment with attention to detail.
• Ability to prioritize tasks in order of importance for self and office.
• Resourceful, able to quickly adapt to last minute changes and problem solve to accommodate changes.

Preferred Qualifications

• Familiarity with UCSF campus and/or medical center organization and community.
• One to two years administrative experience in an academic/clinical environment.
• Working knowledge of UC and/or UCSF experience

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 diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Organization

Campus

Job Code and Payroll Title

004722 BLANK AST 3

Job Category

Administrative Support

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Employee Class

Career

Percentage

100%

Location

San Francisco, CA

Campus

Zuckerberg San Francisco General (ZSFG)

Work Style

Fully On-Site

Shift

Days

Shift Length

8 Hours

Additional Shift Details

Monday - Friday 8:00am-4:30pm