Executive Assistant 3

University of California - San Francisco; San Francisco (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

University of California, San Francisco is seeking an Executive Assistant 3 to provide high-level administrative support to Chairs, Directors, and the CAO across the Anatomy, Microbiology and Immunology departments, and the Hooper Foundation. The role requires coordinating complex calendars, travel, meetings, and confidential communications while supporting academic processes and faculty initiatives.

The EA3 will also assist with iMicro program activities, training grants, and departmental

Qualifications

• Bachelor's degree or equivalent experience required.
• At least 3 years of executive support or administrative operations.
• Experience with academic recruitment/searches at UCSF or other academic institutions preferred.
• Strong MS Office, Adobe Acrobat, and data handling skills.
• Ability to multi-task with demanding timeframes and maintain confidentiality.

Responsibilities

• Provide high-level executive administrative support to Chairs and Directors across departments.
• Manage calendars, travel, meetings, correspondence, and confidential communications.
• Coordinate faculty meetings, Executive Committee meetings, retreats, and special events.
• Support faculty searches, appointments, advancements, and other academic administrative processes.
• Serve as liaison between Chairs, faculty, staff, campus leadership, and external organizations.
• Coordinate iMicro program activities and training grant administration.
• Support the Chief Administrative Officer and departmental projects and initiatives.

Skills

Executive support

Calendar management

Travel coordination

Meetings coordination

Faculty recruitment support

Stakeholder liaison

Education

Bachelor's degree in related area

Tools

Microsoft Excel

Outlook

Word

Adobe Acrobat

Job description

Department Overview:

The Anatomy Department is a basic science department within the School of Medicine that performs scientific research, training, and teaching. The department includes 15 faculty members with primary full-time appointments, 15 faculty with joint appointments, and about 150 postdoctoral fellows and students engaged in research that covers questions in cell biology, developmental biology, and the neurosciences. Faculty have laboratories at both the Parnassus Heights campus, where there is focus of interest in cancer biology, and at the Mission Bay campus, where many of the neurobiology faculty are located. The administrative office of the department is located at the Parnassus Heights campus. Anatomy faculty and staff are committed to the building that diverse community that is welcoming and supportive, one that will nurture education and research.

The Bakar Aging Research Institute is an institute in the Department of Anatomy that brings together scientists and clinicians from all UCSF campuses to address the most critical and intractable questions related to the Science of Aging. Members draw from the Memory and Aging Center, the Hillblom Center for Biology of Aging, the Division of Geriatrics, which supports the Claude D. Pepper Center, the Institute for Health and the Aging, Metabolism, and Emotion center, as well as 24+ departments.

The Department of Microbiology and Immunology is a basic science department within the School of Medicine that performs scientific research, training, and teaching at Mission Bay and Parnassus Heights. Research in the department focuses on areas related to infectious diseases, immunology, and cancer. There are 18 full-time faculty members in the department. Our department also provides advanced research training to more than one hundred Postdoctoral Fellows. Graduate students looking towards their Ph.D. degree are enrolled in the Herbert W. Boyer Program in Biological Sciences (PIBS) or the Biomedical Sciences (BMS) graduate programs, depending on the research emphasis.

The G.W. Hooper Research Foundation is an organized research unit within the Department of Microbiology and Immunology. We perform scientific research and training at Parnassus Heights.

The Bakar ImmunoX Initiative is an ambitious, first-in-class program at UCSF that uses social engineering, state-of-the-art technologies and infrastructure, and a unique data-sharing model to support a large community of researchers and clinicians as they seek to harness immunology to improve human health. By restructuring traditional research, we create opportunities for cross-fertilization of ideas, discoveries, and insights.

The Parker Institute housed within the Department of Microbiology and Immunology includes six centers - UCSF, Memorial Sloan Kettering Cancer Center, Stanford Medicine, UCLA, the University of Pennsylvania and The University of Texas MD Anderson Cancer Center. The Parker Institute's goal is to accelerate the development of breakthrough immune therapies capable of turning cancer into a curable disease by ensuring the coordination and collaboration of the field's top researchers and quickly translating their findings into patient treatments.

Job Summary:

For a senior manager (i.e. Department Chairs and Chief Administrative Officer), ensures administrative processes and office operations run smoothly. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

The Executive Assistant 3 (EA3) will provide high-level executive adminstrative support to the labs of the professors who take on the role of Department Chair and/or Director in the Department of Anatomy, the Department of Microbiology and Immunology, and the Organized Research Unit, Hooper Foundation; as well as the Chief Administrative Officer (CAO) for the Department of Anatomy, the Department of Microbiology and Immunology, and the Organized Research Unit, Hooper Foundation. Additionally, the EA3 will provide administrative support to 3-4 additional faculty members across the Department of Anatomy, the Department of Microbiology and Immunology, and the Organized Research Unit, Hooper Foundation as assigned. The incumbent will independently support the Chairs and/or Directors of the Department of Anatomy, the Department of Microbiology and Immunology, and the Organized Research Unit, Hooper Foundation in all areas related to the Chair's responsibilities, their independent research laboratory, and national/international programs, events, committees, and editorial boards.

Supervisory Responsibilities:

This position will not have supervisory responsibilities.

30% – Administrative Support to the Chairs of the Departments of Anatomy and Microbiology & Immunology and the Director of the Hooper Foundation

• Provide high-level executive administrative support to the Chairs of the Departments of Anatomy and Microbiology & Immunology.
• Manage complex calendars, travel, meetings, correspondence, and confidential communications.
• Coordinate faculty meetings, Executive Committee meetings, retreats, and special events.
• Support faculty searches, appointments, advancements, and other academic administrative processes.
• Serve as liaison between the Chairs, faculty, staff, campus leadership, and external organizations.

20% – Administrative Support for the Chairs' and Director's Research Laboratory Operations

• Coordinate laboratory administrative operations for the Chairs' research laboratories.
• Manage purchasing, reimbursements, equipment maintenance agreements, and capital equipment tracking.
• Coordinate laboratory logistics, facilities requests, onboarding, and space-related activities.
• Maintain biosafety, animal protocol, and laboratory compliance documentation.

1. Partner with research administration and post-award staff on laboratory-related administrative matters.

20% – Provide comprehensive administrative support for the UCSF Integrative Microbiology (iMicro) Program and its leadership

• Coordinate the Annual Bay Area Microbial Pathogenesis Symposium (BAMPS), including planning logistics, meeting coordination, registration, abstract collection, speaker and keynote communications, event scheduling, venue coordination, catering, audiovisual support, poster sessions, volunteer coordination, and post-event follow-up.
• Coordinate iMicro seminars, trainee retreats, workshops, and other educational and scientific events.
• Provide administrative support for graduate student recruitment, onboarding, trainee communications, and program activities.
• Maintain program records, websites, mailing lists, calendars, and program documentation.
• Coordinate communications among faculty, trainees, invited speakers, and collaborating institutions.
• Assist with preparation of program reports, meeting materials, and special initiatives supporting the iMicro community.
• Serve as the primary administrative liaison for iMicro-related activities with faculty, students, postdoctoral scholars, campus partners, and external collaborators.

20% – Administrative Support for the iMicro and ImmunoX T32 Training Grants

• Coordinate trainee appointments and training grant administrative activities.
• Schedule advisory committee meetings and training events.
• Assist with progress reports and grant documentation.
• Support compliance with NIH and institutional training grant requirements.

10% – Administrative Support to the Chief Administrative Officer

• Provide executive-level administrative support to the Chief Administrative Officer.
• Manage calendar, travel, meetings, correspondence, and confidential communications.
• Coordinate departmental projects and operational initiatives.
• Serve as an administrative resource for faculty, staff, and campus partners.

Required:

• Bachelor's degree in related area and / or equivalent experience / training
• Previous experience with academic and staff recruitment and searches with UCSF, or other academic institution.
• At least 3 years of experience in executive support or administrative operations
• Familiarity with the organization's processes, protocols and procedures.
• Thorough knowledge of common organization-specific and other computer application programs, including Microsoft Excel, Outlook, Word, Adobe Acrobat
• Solid analytical / problem-solving skills.
• 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.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.
• Demonstrated excellent attendance and reliability

Preferred:

• Prior experience working with web-based systems (Peoplesoft, Advance, Peopleconnect, UC Path)
• Previous experience successfully creating and/or modifying processes

  Required:

  • Bachelor's degree in related area and / or equivalent experience / training
  • Previous experience with academic and staff recruitment and searches with UCSF, or other academic institution.
  • At least 3 years of experience in executive support or administrative operations
  • Familiarity with the organization's processes, protocols and procedures.
  • Thorough knowledge of common organization-specific and other computer application programs, including Microsoft Excel, Outlook, Word, Adobe Acrobat
  • Solid analytical / problem-solving skills.
  • 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.
  • Strong service orientation.
  • Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
  • Advising and counseling skills.

    Preferred:

    • Prior experience working with web-based systems (Peoplesoft, Advance, Peopleconnect, UC Path)
    • Previous experience successfully creating and/or modifying processes