Administrative Assistant

UCSF Health; San Francisco (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

UCSF Health's Department of Surgery seeks an Administrative Assistant to serve as an administrative and analytical resource for the Chair's Office and its senior executives. The role encompasses coordinating meetings, travel, correspondence, and editorial duties.

You will support research and clinical activities, manage publications, handle HR onboarding, and liaise with external organizations, ensuring confidential information handling and timely communication.

Qualifications

• BA/BS with related major and one year of administrative analysis or operations research experience.
• Two years of executive-level administrative support experience.
• Excellent analytical and communication skills with tact, diplomacy, and discretion; ability to handle confidential matters.
• Advanced computer skills (MS Office: Word, Access, Excel, Outlook, Email, PowerPoint).
• Experience with event planning and complex domestic & international travel.
• Demonstrated independence, initiative, resourcefulness, and sound judgment.
• Strong attention to detail and ability to meet deadlines accurately.

Responsibilities

• Schedule meetings for the Chair, resolving conflicts and coordinating arrangements for on- and off-site meetings.
• Arrange travel, including transportation, lodging, and visa compliance.
• Prioritize and respond to phone calls, draft emails, and memoranda representing the Associate Chair.
• Collaborate with senior staff, faculty, fellows, residents, and students to resolve affairs.
• Prepare regular and complex reports on departmental activities.
• Research for publications and presentations, creating visual materials and high‑resolution graphics.
• Assist in gathering materials for the quarterly publication, Inside Surgery.
• Maintain knowledge of university and department operations to respond to issues effectively.
• Assist with accounting, purchasing, reimbursement, travel, and IT tasks.
• Prioritize communications and draft sensitive and non‑sensitive messages representing the Chair’s Office.
• Triage matters to appropriate internal or external sources.
• Maintain departmental distribution lists and assist with website content under the web manager.
• Initiate yearly certificate renewals and manage medical staff privileging and risk management.
• Coordinate timely verification of trainees for licensing and grant applications.
• Draft support letters for grant and fellowship applications.
• Plan department-sponsored events, including meetings, conferences, and annual functions.
• Manage event budgets, negotiate with vendors, and coordinate marketing materials.
• Arrange facilities, catering, audiovisual needs, and provide on-site management during events.

Skills

Executive support

Travel coordination

Complex scheduling

Editorial support

MS Office proficiency

Confidentiality

Communication skills

Education

BA/BS in related field

Tools

EndNote

Job description

Job Description

The Administrative Assistant serves as an administrative and analytical resource for the Office of the Chair in the Department of Surgery and its senior executives, including the Department Chair, Associate Chair of Finance and Administration, Chief Operating Officer, and Chief of Staff. The incumbent will manage a range of duties associated with the Chair’s Office and support the administrative, research, and clinical roles of the Chair and Chair’s Office executives.

Key responsibilities include:

• Oral communication on behalf of the Chair and the Department.
• Academic writing on behalf of the Chair, including letters of recommendation, peer references, and correspondence with faculty and high‑level Campus contacts.
• Official letters and memos to the SOM Dean’s Office, SOM Chairs, and other Medical Center leaders.
• Independently produce visual aids (printouts, slide presentations, graphics) and photocopy materials for major meetings.
• Coordinate and support editorial responsibilities for scientific and clinical publications, including library and online searches, manuscript preparation, and EndNote bibliographic management.
• Orchestrate complex multi‑site travel schedules, including national and international itineraries.
• Assist with departmental HR and onboarding responsibilities, such as credentialing and privileging of faculty through the UCSF Medical Staff Office and compliance with Medical Staff policies.
• Support development and fundraising efforts and serve as the point person for trainee verifications.
• Communicate with external medical facilities and national and international organizations to represent the Chair’s Office.

Department Overview

The UCSF Department of Surgery transforms surgery through creativity, equity, and community. It focuses on cultivating leaders, providing cost‑effective clinical care, and advancing scientific knowledge through research.

Divisions include Cardiac Surgery & Lung Transplantation, General Surgery, Pediatric Cardiothoracic Surgery, Pediatric Surgery, Plastic & Reconstructive Surgery, Surgical Oncology, Thoracic Surgery, Vascular & Endovascular Surgery, and ZSFG Surgery. The department’s faculty operate across multiple sites in San Francisco, the Bay Area, Southern California, and Hawaii.

Responsibilities

Administrative Support to Associate Chair & Operations Manager

• Schedule meetings for the Chair, resolving conflicts and coordinating arrangements for on‑ and off‑site meetings.
• Arrange travel, including transportation, lodging, and visa compliance.
• Prioritize and respond to phone calls, draft emails, and memoranda representing the Associate Chair.
• Collaborate with senior staff, faculty, fellows, residents, and students to resolve affairs.

Reports, Publications, Presentations

• Prepare regular and complex reports on departmental activities.
• Research for publications and presentations, creating visual materials and high‑resolution graphics.
• Assist in gathering materials for the quarterly publication, "Inside Surgery".

Office Administration

• Maintain knowledge of university and department operations to respond to issues effectively.
• Assist with accounting, purchasing, reimbursement, travel, and IT tasks.
• Prioritize communications and draft sensitive and non‑sensitive messages representing the Chair’s Office.
• Triage matters to appropriate internal or external sources.
• Maintain departmental distribution lists and assist with website content under the web manager.

Risk Management & Human Resources

• Initiate yearly certificate renewals and manage medical staff privileging and risk management.

Chair’s Office Training Verifications

• Coordinate timely verification of trainees for licensing and grant applications.
• Ensure data consistency with UCSF policy on confidential information.
• Draft support letters for grant and fellowship applications.

Event Planning & Special Projects

• Plan department‑sponsored events, including meetings, conferences, and annual functions.
• Manage event budgets, negotiate with vendors, and coordinate marketing materials.
• Arrange facilities, catering, audiovisual needs, and provide on‑site management during events.

Qualifications

Required Qualifications

• BA/BS with a related major and one year of experience in administrative analysis or operations research, or equivalent education and experience.
• Two years of executive‑level administrative support experience to directors, faculty, or executives.
• Excellent analytical and communication skills with tact, diplomacy, and discretion; ability to handle confidential matters.
• Advanced computer skills (MS Office: Word, Access, Excel, Outlook, Email, PowerPoint).
• Experience with event planning and complex domestic & international travel.
• Demonstrated independence, initiative, resourcefulness, and sound judgment.
• Strong attention to detail and ability to meet deadlines accurately.

Preferred Qualifications

• Minimum three years of related administrative experience.
• Ability to manage and prioritize multiple tasks and work well under pressure.
• Experience with ledger reconciliation and reimbursements.
• Website development skills.

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, and excellence in patient care. UCSF is the only campus in the 10‑campus UC system devoted solely to health sciences.

UCSF values diversity, equity, professionalism, respect, integrity, and excellence—its PRIDE values—and is committed to building a broadly diverse community and culturally competent education.

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.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy. Placement within the salary range depends on work experience and internal equity. For positions represented by a labor union, placement will be guided by the collective bargaining agreement.

To learn more about benefits, visit UCSF Compensation and Benefits.