Admin Assistant III
Job Summary The anticipated duration of this temporary assignment is approximately 3 months. Will include optional medical benefits, holiday pay and sick leave accrual.
The Administrative Assistant III serves as a first point of contact for the UCSF School of Medicine (SOM) Vice Dean's Office located at Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG). The Vice Dean's Office provides administrative leadership and support for 19 departments with over 2,500 UCSF personnel located at the hospital and 900 residents and fellows rotating through annually. UCSF at ZSFG is dedicated to advancing health worldwide through preeminent biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care, particularly in serving the public at San Francisco's only level one trauma center.
Key Responsibilities:
Administrative Support and Frontline Reception to Vice Dean's Office
* Warmly receive visitors and phone calls, tactfully routing to the correct destination.
* Analyze and route inquiries, correspondence, and phone calls for Vice Dean, Associate Dean, and Dean's Office management, forwarding and/or responding directly where appropriate.
* Provide administrative support and ensure timely completion of projects assigned by Dean's Office management, including support of functional areas such as operations, finance, facilities management, IT, professional fee billing, risk management, privacy, and other functions.
* Update the Dean's Office administrative procedure and information guide.
* Administer meal card replacements to trainees and distribute educational reimbursement checks to trainees.
* Assist with meeting set-up (projector, AV/IT, conference line, and telephone).
* Manage scheduling of the Dean's Office conference room and auditorium.
* Maintain and update distribution and contact lists.
* Serve as key operator for printer, copy, scanning, and fax machines.
* Perform office management duties as needed.
Contract, Research Protocol, and Licensure Review, Routing, Tracking, and Auditing
* Review, process, route, and track contracts, MOUs, and other documents for signature.
* Review, process, and route ZSFG research protocol applications and update the protocol database.
* Analyze protocols for content, make decisions as to disposition, input data, and produce reports.
* Audit CHR against ZSFG protocols, generate reports, and notify PIs of missing, incomplete, or expired applications.
* Maintain and update the ZSFG-wide licensure database of non-physician, UCSF-licensed clinicians (e.g., clinical laboratory technicians, respiratory therapists, nurses).
* Run monthly reports based on data requests.
Compliance Administration
* Assist Operations Director in communicating about annual compliance training initiatives.
* Run and distribute status reports and troubleshoot online training access and course assignment problems.
* Organize and communicate annual Occupational Health Service events for Dean's Office staff.
Procurement
* Order and stock supplies for the administrative team, facilities management, and IT team.
* Administer volunteer physician parking program.
Back-Up to Administrative Operations Team
* Assist with trainee on-call parking, resident lounge issues, and other services.
* Verify medical internships.
* Schedule meetings as assigned and order catering for meetings and events.
* Prepare travel and other expense reports, as well as check requests.
* Perform other office responsibilities as assigned. The final salary and offer components are subject to additional approvals based on UC policy. To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles) Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role. For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range. To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html Department Description UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions. Required Qualifications
- High School Diploma and four years of administrative experience.
- Excellent customer service skills; ability to show good judgment.
- Demonstrated ability and temperament to work discreetly with sensitive information and numerous individuals.
- Accurate and dependable.
- Ability to take initiative for addressing questions and resolving problems every day.
- Ability to focus on results and complete work on deadline.
- Proficiency with Windows, Word, Outlook, and Internet Explorer.
- Proficiency with Sequel database environment.
- Intermediate Excel skills; able to generate pivot tables and produce reports.
- Extensive and proven experience in general administrative support in a professional environment, including:
- Answering phones
- Scheduling calendars
- Coordinating meetings
- Processing reimbursements
- Planning events
- Demonstrated ability to work well with individuals within a culturally diverse environment.
- Excellent communication skills, including verbal, written, and editing.
- Ability to proof and catch potential typos, grammatical errors, and data entry mistakes.
- Ability to effectively respond to rapidly changing priorities and anticipate needs in advance of being asked.
- Excellent time management skills; ability to work within exact time frames in a complex, multi-task, and challenging environment with attention to detail.
- Ability to prioritize tasks in order of importance for self and office.
- Resourceful and able to quickly adapt to last-minute changes and problem solve to accommodate changes.
Preferred Qualifications
- Familiarity with UCSF campus and/or medical center organization and community.
- One to two years administrative experience in an academic/clinical environment.
- Working knowledge of UC and/or UCSF systems.
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 at diversity.ucsf.edu
Join us to find a rewarding career contributing to improving healthcare worldwide. Equal Employment Opportunity The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Job Code and Payroll Title 004722 BLANK AST 3 Job Category Administrative Support, Support Services, Temporary Employment Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Employee Class Temporary Employment Location San Francisco, CA Campus Zuckerberg San Francisco General (ZSFG) Additional Shift Details M-F 8:00am - 4:30pm |
University of California - San Francisco Campus and Health
sick time
Dec 27, 2024