Executive Assistant

UCSF Health; San Francisco (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

UCSF Health in San Francisco is seeking a seasoned administrative operations professional to manage the full range of administrative services for a university-affiliated department. This temporary assignment through June 2027 focuses on budget, accounting, HR processes, and operational planning within a multi-disciplinary context.

The role requires applying theory to practice, supervising staff or students when needed, and ensuring confidentiality, strong communication, and effective calendar

Qualifications

• 3+ years of related work experience and/or equivalent experience/training.
• Thorough knowledge of University rules and regulations, processes, protocols, and procedures for budget, accounting and fund management, and/or personnel management.
• Interpersonal skills, including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling skills.
• Knowledge of a variety of administrative operational activities, such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Solid knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Strong organizational skills, including the ability to manage executive calendars, coordinate complex schedules, prioritize competing requests, and support leadership with meeting logistics and follow-up.
• Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.

Responsibilities

• Manage administrative services and general operations for an academic or non-academic organization.
• Plan short- and long-term activities; supervise staff or students as needed.
• Coordinate executive calendars and complex scheduling; support leadership with meetings.
• Apply budgeting, accounting, and fund management knowledge to daily operations.
• Maintain confidentiality and exercise good judgment in sensitive matters.

Skills

Interpersonal skills

Verbal and written communication

Strong organizational skills

Short-term planning

Problem-solving

Customer service

Confidentiality

Job description

Please note: this is a temporary assignment (through June 2027) with potential to extend.

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.

Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

Qualifications

3+ years of related work experience and/or equivalent experience/training.

Thorough knowledge of University rules and regulations, processes, protocols, and procedures for budget, accounting and fund management, and/or personnel management.

Interpersonal skills, including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling skills.

Knowledge of a variety of administrative operational activities, such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

Solid knowledge of common University-specific computer application programs.

Ability to use discretion and maintain confidentiality.

Strong skills in short-term planning, analysis, problem-solving, and customer service.

Strong organizational skills, including the ability to manage executive calendars, coordinate complex schedules, prioritize competing requests, and support leadership with meeting logistics and follow-up.

Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.