EXEC AST 4

UCSF Health; San Francisco (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

UCSF Health is seeking a senior-level executive assistant to provide comprehensive support to the executives, coordinating communications and data across departments. The role requires handling highly sensitive projects with autonomy and initiative while maintaining confidentiality.

The successful candidate will manage complex scheduling, oversee high-level initiatives, and serve as a trusted point of contact for campus and external stakeholders, ensuring timely, accurate responses and

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 and 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.
• Proficiency PC Microsoft Word, Excel, PowerPoint Outlook and Visio are essential.

Responsibilities

• Provide senior-level support to the Executive(s) and oversee communications and pertinent data.
• Perform and/or oversee high-level projects or assignments that are highly sensitive or complex.
• Manage and plan high-level projects and system-wide initiatives in support of UCSF Health.
• Resolve complex issues while remaining responsive to changing priorities in a dynamic environment.
• Respond to inquiries from Campus and external constituents on behalf of the executives.
• Triage and resolve non-routine concerns with independence and sound judgment.

Skills

Executive support

Scheduling complex meetings

Analytical/problem-solving

Discretion/confidentiality

Interpersonal skills

Written communication

Organization

Stakeholder communication

MS Office proficiency

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Visio

Job description

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.

Job Description

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.

Qualifications

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.