Executive Administrative Assistant to Chair’s Office

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

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.