Administrative Assistant (Fresno)

UCSF Health, AG; Fresno (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

UCSF Fresno Department of Pediatrics is seeking an Administrative Assistant II to provide comprehensive administrative support to faculty, department leadership, trainees, and programs.

The role covers calendar and meeting coordination, travel arrangements, event support, data entry, purchasing, vendor payments, reimbursements, and office operations, with a focus on reliability, discretion, and professional communication.

Qualifications

• High school diploma or GED with 3+ years of relevant admin experience
• Strong written and verbal communication at all organization levels
• Service-oriented, responsive, and professional in interactions
• Good organizational skills and ability to manage multiple tasks under deadlines
• Proficient with Microsoft Office and standard admin software
• Ability to maintain confidentiality and exercise sound judgement
• Ability to work independently with minimal supervision

Responsibilities

• Coordinate calendars and meetings for faculty and leadership
• Arrange travel and lodging for staff and events
• Provide event support and assist with department activities
• Compile data for faculty annual evaluations
• Handle purchasing, vendor payments, and reimbursements
• Perform data entry, mail distribution, and general office tasks
• Maintain department websites and calendars
• Order supplies and manage inventory

Skills

Communication skills

Verbal & written communication

Organizational skills

Customer service

Calendar management

Independent work

Education

High school diploma or GED

Bachelor's degree (preferred)

Tools

Microsoft Office Suite

Job description

Description & Requirements

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 escalate issues as needed.