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Open nowPosted yesterday

Executive Assistant

UCSF664 open roles

Where
Oakland, CA, United States, San Francisco, CA, United States
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Your applicationOpen nowExecutive AssistantUCSF · Oakland, CA, United States, San Francisco, CA, United States

  1. YouYes, apply to this one.

  2. CV RocketCV written for this posting.

  3. 25 readersRecruiter, hiring manager, skeptic. Round after round.

  4. CV RocketApplied on UCSF's own form.

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The clock on this job

Early applications get read.

8.3% of postings close within 7 days. Measured by our own scanner across the market. UCSF postings stay open a median of 5 days.

Share of postings closed within
  1. 1.9%1 day
  2. 4.0%3 days
  3. 8.3%7 days
  4. 15.3%14 days
  5. 34.2%30 days
This job: posted yesterday

UCSF median: 5 days open

The posting

Job Description

Employment Duration: 3 months (w/ potential for extension)

UCSF Health is seeking an experienced Executive Assistant to provide high-level administrative, operational, financial, and project support across key UCSF Health service lines, including Children’s Nursing, Perioperative Services, Emergency Services, and Benioff Children’s Hospital.

This is a highly visible role for an organized, analytical and service-oriented professional who can independently manage complex priorities, support senior leaders, coordinate cross-functional projects, and translate data and operational needs into effective solutions.

The successful candidate will be comfortable working in a fast-paced healthcare environment, exercising sound judgment, handling confidential information, and partnering with leaders, faculty, staff and stakeholders across the organization. The position operates with a high degree of autonomy and supports initiatives with broad departmental and health-system impact.

Key Responsibilities:

Administrative Operations & Leadership Support

  • Provide comprehensive administrative, operational, project and program support to department and service-line leaders.
  • Coordinate complex priorities, timelines, meetings, communications and deliverables across multiple initiatives.
  • Support short- and long-term planning and help leaders identify and resolve operational issues.
  • Represent departments and leadership in interactions with internal and external stakeholders.

Project Management & Operational Improvement

  • Coordinate and oversee projects and initiatives, including project timelines, resources, deliverables and stakeholder communication.
  • Support initiatives involving patient safety, continuous improvement, accreditation, design and construction, and other strategic priorities.
  • Develop and maintain databases, reports and information resources used to support operational decision-making.
  • Analyze complex issues, identify solutions and manage competing priorities in a fast-paced environment.

Financial & Business Operations

  • Perform budget, financial and cost analysis and prepare financial reports.
  • Monitor project and funding resources and support recharge and payment administration.
  • Manage vendor and purchase requisitions and payment processes.
  • Gather, analyze and summarize information to support operational and financial decisions.

Human Resources & Workforce Support

  • Coordinate and support human resources activities including talent acquisition, onboarding, training, payroll, position control, employee requisitions and management actions.
  • Prepare and analyze HR reports and serve as a resource to leaders and support staff regarding HR policies and procedures.
  • Maintain confidentiality and exercise discretion when handling sensitive personnel information.

Events, Communications & Department Operations

  • Lead and coordinate special events and recognition activities across UCSF Health locations.
  • Draft and coordinate communications, correspondence and other materials for leaders and organizational stakeholders.
  • Support facilities, equipment, IT, contracts and other operational needs.
  • Serve as a department safety coordinator and participate in committees and other organizational initiatives.

Responsibilities

N/A

Qualifications

Required Qualifications:

  • 1 - 3 years of experience providing executive-level or high-level administrative support.
  • Excellent verbal and written communication skills.
  • Strong organizational skills and demonstrated ability to manage multiple priorities and demanding timelines.
  • Ability to collaborate effectively with a wide range of stakeholders.
  • Experience using common university, enterprise or business computer applications.
  • Strong attention to detail and follow-through.
  • Ability to exercise sound judgment and maintain confidentiality.

Preferred Qualifications:

  • Bachelor's degree in a related field and/or equivalent experience/training.
  • Project management experience.
  • Experience managing financial data, spreadsheets and reporting systems.
  • Experience with administrative operations such as accounting, payroll, event planning, risk management, contracts and grants, or organizational communications.
  • Knowledge of financial analysis and reporting techniques.
  • Knowledge of human resources policies and procedures.

About Us

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

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