Executive Assistant 3

University of California, San Francisco; San Francisco (CA); On-site; USD 95,000 - 120,000; Full time

Job summary

The University of California, San Francisco's Anatomy Department seeks an Executive Assistant 3 to provide high-level administrative support to department Chairs, CAO, and related labs and units. The role covers scheduling, correspondence, meeting coordination, and confidential handling of sensitive information.

You will support national and international programs, events, committees, and editorial boards, and assist with recruiting, onboarding, and ongoing operations across the Anatomy,

Qualifications

• Bachelor's degree or equivalent experience is required.
• At least 3 years of executive support or administrative operations experience.
• Familiarity with organization-specific processes and software.
• Strong communication and problem-solving skills.

Responsibilities

• Provide high-level executive administrative support to Chairs, CAO, and associated labs and units.
• Coordinate complex calendars, meetings, travel, and correspondence with discretion.
• Support national and international programs, events, committees, and editorial boards across departments.
• Assist with recruitment, onboarding, and ongoing operations.

Skills

Executive support

Administrative operations

Communication skills

Discretion and confidentiality

Multi-tasking

Problem solving

Political acumen

Education

Bachelor's degree in related area or equivalent experience

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.

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.

Qualifications

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
• Knowledge of which individuals within the UC system and external agencies to contact for sensitive information