Administrative Assistant

UCSF Health, AG; Fresno (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

UCSF Health, AG is seeking an Administrative Assistant II for the UCSF Fresno Department of Pediatrics. The role provides administrative, clerical, and operational support to faculty, leadership, trainees, and programs.

Responsibilities include calendar coordination, scheduling, travel, event support, data entry, purchasing, reimbursements, and daily office tasks. Collaboration with stakeholders is essential to ensure smooth department operations.

Qualifications

• High school graduation/GED and three years of related administrative experience, or an equivalent combination of education and experience.
• Solid written and verbal communication and interpersonal skills, with the ability to communicate effectively and professionally with individuals at all levels of the organization.
• Service-oriented and responsive to questions and requests, with the ability to interact in a professional, resourceful, courteous, and timely manner.
• Solid organizational skills, attention to detail, and ability to prioritize and manage multiple assignments within demanding timeframes.
• Working knowledge of Microsoft Office Suite and other computer applications, systems, and technology used to perform administrative functions.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Ability to use sound judgment and discretion in responding to administrative issues and concerns and determining appropriate courses of action.
• Ability to work independently with limited supervision and effectively manage assigned administrative processes.
• Working knowledge of general administrative processes and the ability to learn and apply applicable University policies and procedures.
• Basic knowledge of financial and administrative processes, including purchasing, reimbursements, expense monitoring, and related documentation, as applicable to assigned responsibilities.
• Demonstrated reliability and dependability.
• Customer service experience with the ability to provide timely and attentive service to faculty, staff, colleagues, visitors, and other internal and external stakeholders.
• Valid driver's license when driving is required to perform assigned duties.

Responsibilities

• Calendar and meeting coordination and support for the UCSF Fresno Department of Pediatrics.
• Scheduling, travel arrangements, event support, and data collection for faculty annual evaluations.
• Purchasing, vendor payments, reimbursements, data entry, website and calendar maintenance.
• Supply ordering, mail distribution, and general office administrative tasks.
• Collaborate with faculty, staff, trainees, and institutional partners to support day-to-day operations.

Skills

Administrative experience

Communication skills

Organization & prioritization

Microsoft Office

Confidentiality

Customer service

Valid driver's license

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Administrative software

Job description

Job Description

The Pediatric Administrative Assistant II (AAII) provides administrative, clerical, and operational support to the UCSF Fresno Department of Pediatrics, including faculty, department leadership, trainees, and departmental programs.

The Administrative Assistant is responsible for a variety of ongoing administrative and operational issues. This includes, but is not limited to, calendar and meeting coordination and support, scheduling, travel arrangements, event support, compiling data for faculty annual evaluations, purchasing, vendor payments, reimbursements, data entry, website and calendar maintenance, supply ordering, mail distribution, and general office administrative tasks. The incumbent works collaboratively with faculty, staff, trainees, and institutional partners to support efficient day-to-day department operations.

Qualifications

Required Qualifications

• High school graduation/GED and three years of related administrative experience, or an equivalent combination of education and experience.
• Solid written and verbal communication and interpersonal skills, with the ability to communicate effectively and professionally with individuals at all levels of the organization.
• Service-oriented and responsive to questions and requests, with the ability to interact in a professional, resourceful, courteous, and timely manner.
• Solid organizational skills, attention to detail, and ability to prioritize and manage multiple assignments within demanding timeframes.
• Working knowledge of Microsoft Office Suite and other computer applications, systems, and technology used to perform administrative functions.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Ability to use sound judgment and discretion in responding to administrative issues and concerns and determining appropriate courses of action.
• Ability to work independently with limited supervision and effectively manage assigned administrative processes.
• Working knowledge of general administrative processes and the ability to learn and apply applicable University policies and procedures.
• Basic knowledge of financial and administrative processes, including purchasing, reimbursements, expense monitoring, and related documentation, as applicable to assigned responsibilities.
• Demonstrated reliability and dependability.
• Customer service experience with the ability to provide timely and attentive service to faculty, staff, colleagues, visitors, and other internal and external stakeholders.
• Valid driver's license when driving is required to perform assigned duties.

Preferred Qualifications

• Bachelor's degree in a related area and/or equivalent experience or training.
• Previous administrative experience in a university, academic, healthcare, public-sector, or similarly complex organizational environment.
• Working knowledge of applicable organizational policies, procedures, and administrative requirements.
• Experience coordinating calendars, meetings, events, travel, and other administrative logistics.
• Experience with purchasing, reimbursements, financial transactions, and/or expense tracking.
• Experience using administrative, scheduling, database, communication, and other technology systems.
• Ability to troubleshoot and triage routine technology or systems issues and appropriately escalation issues as needed.