Program Assistant

UC San Francisco (UCSF); San Francisco (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

The Goldschmidt Collective at UCSF is seeking a Program Assistant to provide administrative and operational support under the Program Manager. You will assist with purchasing, accounting, scheduling, staff reimbursements, triage, and other duties to advance TGC's mission in healthcare education and capacity building.

Responsibilities include answering phones, logging data in Salesforce, routing calls to clinicians, handling vendor quotes, creating purchasing logs, coordinating meetings and

Qualifications

• Excellent organizational and prioritization skills.
• Ability to work independently as well as in a team.
• Excellent verbal and written communication skills.
• Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Access, Outlook).
• Experience in a call center or customer service environment.
• Detail-oriented with data-entry accuracy and proofreading ability.
• Ability to manage high-stress situations and deadlines.

Responsibilities

• Triage: answer phones, document information in Salesforce, route to clinicians, verify callers are clinicians, collect contact data, and guide patients to resources.
• Purchasing and Accounting: solicit vendor quotes, track purchasing/invoicing, process reimbursements, and monitor invoices.
• Administrative Support: prepare materials, track trainings/publications, schedule meetings, coordinate events, update staff roster, and handle mail/IT work orders.

Skills

Organizational skills

Independent and team work

Communication skills

Microsoft Office Suite

Call center / customer service

Attention to detail

Crisis management

Education

High school graduation and four years of related administrative experience, or an equivalent combination of education and experience

Tools

Salesforce

Call center software

Job description

Employment Duration: 8 months

The Goldschmidt Collective (TGC) is a unit within the Department of Family & Community Medicine that focuses on supporting healthcare providers nationwide, including physicians, nurse practitioners, physician assistants, pharmacists, and other healthcare professionals, by offering expert, case-based, on-demand education, clinical guidance, and capacity building.

Its core clinical education topic areas include:

• HIV and viral hepatitis prevention, evaluation, and management, including pre-exposure and post-exposure prophylaxis and antiretroviral therapy as treatment.
• Substance use evaluation and management, including medications for substance use disorder treatment.
• Complex contraception, early pregnancy assessment, miscarriage management, menopause management, and early abortion provision, as indicated.

The TGC Program Assistant provides administrative and operational support to TGC staff and faculty. Working under the direction of the Program Manager, the incumbent supports several vital activities, including purchasing and accounting, scheduling, staff reimbursements, triage, and other administrative tasks as assigned to advance the mission and goals of TGC.

Key Responsibilities:

Triage

• Answer phones through digital call center software.
• Document all required information in the Salesforce database and update existing caller information.
• Route calls to the appropriate clinician and take messages.
• Verify that callers are clinicians and identify the purpose of the call.
• Collect contact and demographic information and enter it into the database.
• Redirect callers who are patients to patient resources.
• Remain professional when working with difficult, anxious, or demanding callers.
• Do not provide opinions on medical questions; inform callers that they will be transferred to a clinician.
• Reassure callers that a clinician will be available to contact them shortly.
• Report abusive or belligerent callers to the supervisor.

Purchasing and Accounting

• Request and evaluate vendor quotes and bids.
• Prepare and track purchasing documents through completion.
• Develop and maintain purchasing and invoicing logs and files.
• Monitor invoice payments and track deliveries and shipments.
• Submit invoices for payment.
• Develop, submit, and track staff reimbursement requests.
• Review answering service invoices and report unusual costs.
• Follow established policies and procedures to accurately submit purchase requisitions and requests for reimbursement.

Administrative Support

• Provide high-level administrative project support, including preparing presentation materials and tracking clinical training attendance and publications.
• Support internal and external learning activities.
• Schedule meetings.
• Provide staff support to access compliance training and track completion.
• Assist in organizing onsite and virtual meetings and events.
• Update and distribute the staff roster.
• Collect and distribute mail and faxes.
• Prepare work orders for the IT Helpdesk to troubleshoot computer- and phone-system-related problems.
• Order, inventory, and track office supplies.
• Stay informed on deadlines and processes to update computer systems and communicate this information to the team.
• Perform other duties as assigned.

N/A

Required Qualifications

• Excellent organizational and prioritization skills, with proven ability to handle complex details accurately and attentively, problem-solve, and follow through.
• Ability to work independently as well as in a team.
• Ability to problem-solve and meet deadlines with minimal supervision.
• Excellent verbal and written communication skills.
• Strong knowledge of Microsoft Office Suite: Word, Excel, PowerPoint, Access, and Outlook email.
• Experience in a call center or customer service environment.
• Good conflict resolution skills.
• Strong customer service skills.
• Detail-oriented, with the ability to proofread and identify potential typos, grammatical errors, and data-entry mistakes.
• Demonstrated ability to manage high-stress situations, including responses to complaints and difficult requests from individuals in crisis.
• Compliance with policies and procedures.
• High school graduation and four years of related administrative experience, or an equivalent combination of education and experience.

Preferred Qualifications

• Knowledge of call center telephony and technology.
• Experience with digital call center software.
• Knowledge of medical and scientific terminology, especially HIV/AIDS and sexual and reproductive health terminology.
• Interest in public health/social sciences.
• Willingness to learn Salesforce CRM.
• Minimum of one year of experience working in an academic or healthcare setting.
• Minimum of one year of experience working in customer service.

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here.

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html