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EXEC AST 4

UCSF

San Francisco, CA

  • Full Time
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About the role

Job Summary

Provide senior-level support to the Executive(s). Provides administrative oversight for executives, including the coordination of communications and pertinent data. Perform and/or oversee special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance.

Responsible for managing, planning and high-level projects and system-wide initiatives in support of UCSF Health. Responsible for resolving complex and sensitive issues while remaining responsive to the varied and changing priorities of a high-profile, dynamic, and demanding environment. Under minimal direction, provides all assistance required. Manages responses on behalf of the executive to requests and inquiries from Campus and external constituents. Serves as a resource in response to concerns and/or questions that arise in the absence of the executives. Such concerns/issues are most often of a non-routine nature, requiring research, independent judgment and/or innovation to resolve. Must maintain a solid working knowledge of the organization, personnel, mission, and functions of departments which report to the executives and be able to respond to issues effectively and with minimal guidance. This is a high-level administrative position that operates with a high degree of autonomy, a strong service orientation, and meticulous attention to detail.

With full understanding of the scope of executive leadership responsibilities in the organization, incumbent is responsible for highly complex assignments that are confidential in nature, where excellent judgment is required to triage/resolve problems, and provide recommendations.

Department Overview 

Provide reception and coverage for UCSF Health Administration main phone lines in accordance with service excellence standards; handle calls and visitors for other analysts during lunch hours, breaks, personal time off and absences. Evaluates, prioritizes, triages, and develop solutions to issues that are often highly sensitive in nature. Participates in the development of departmental and individual goals and objectives in concert with the Medical Center's Mission, Vision, Values and Goals.

% 

of time

Essential Function (Yes/No)

  

Key Responsibilities

(To be completed by Supervisor)

45%

Yes

Administrative Support:

  • Directs the daily administrative operations for the executive's office.

  • Develops and implements efficient and effective systems for managing

information, projects and communications to ensure accurate and timely

responses.

  • Handles the details of complex and highly sensitive matters on behalf of the

executive.

  • Develop presentations.

  • Processes, proofreads, edits, and distributes confidential letters, reports,

minutes, and other documents.

  • Evaluate, prioritize, triage and develop solutions to issues that are often

highly sensitive in nature.

  • Responsible for oversight of travel arrangements, reimbursements and

Itineraries.

  • Manages payroll.

  • Establishes and maintains confidential files.

  • Maintains confidentiality of all information.

15%

Yes

Communications:

  • Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices.

  • Briefs executives in a timely fashion, about priorities and deadlines, on the status of pending issues.

  • Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings.

  • Research compiles and summarizes complex and / or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the executive.

  • Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the executive, including those highly sensitive in nature.

  • Prepares responses to urgent divisional requests on behalf of the executive; takes charge of complex and highly sensitive matters and independently investigates issues and problems.

  • Collaborate with executives and to execute comprehensive internal and external communications

15%

Yes

Reporting:

  • Prepare confidential reports and summarize issues for senior staff, and other officials within the UC system.

  • Research analyzes and synthesizes information to prepare executive briefings, reports, and summaries.

20%

Yes

Project Coordination & Management:

Provide senior-level executive support; collaborates and coordinates, communicates, sets timelines, and facilitates meetings and retreats, as well as follow-up on all actions, as required. 

This is an essential function for this position.

5%

 

Other projects and duties as assigned

100%

  

Required Qualifications 

  • Minimum 5 years executive level administrative experience if bachelor’s prepared or minimum 10 years executive level administrative experience if no degree 
  • Extensive experience in scheduling complex meetings involving multiple participants
  • Advanced analytical / problem-solving skills.
  • Ability to perform increasingly challenging administrative tasks within a complex
    organization with minimal supervision.
  • Excellent interpersonal skills are essential as well as excellent writing skills.
  • Ability to exercise good judgment to identify and handle sensitive and confidential
    issues and assignments with discretion.
  • Must be well organized.
  • Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing.
  • Intermediate to advanced knowledge of common organization-specific computer applications.
  • Advanced service orientation.
  • Ability to use a high level of discretion and maintain all confidentiality.
  • Proficiency PC Microsoft Word, EXCEL, PowerPoint Outlook and Visio are essential.

  • Advanced knowledge of the organization's processes, protocols and procedures.

     

Preferred Qualifications 

  • Bachelor's degree in related areas and / or equivalent experience / training.
  • 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.
  • Knowledge of federal regulations such as FERPA
  • Advising and counseling skills.
  • Knowledge of medical center, campus or other academic medical center setting.