Job Details

Administrative Assistant III – Temporary Employment Program

Please note: This position is fully on‑site at Zuckerberg (ZSFG) campus. Duration is approximately six months and includes optional medical coverage, holiday pay, and sick leave accrual.

Job Summary

The Administrative Assistant III provides critical administrative and operational support for the Division. Responsibilities include maintaining employee and client databases, ordering supplies, performing data entry, managing medical records, filing, faxing, and supporting division‑wide projects. The role ensures daily program operations comply with Clinic and University standards.

Key Responsibilities

Program Assistant Duties

• Support administrative operations for the Division.
• Ensure custodial operations meet Clinic requirements.
• Procure outside vendors (e.g., shredding, water, equipment repair, refuse/recycling services) to maintain cost efficiency and compliance with Clinic standards and contractual requirements.
• Manage key and access assignments.
• Shop for, organize, and maintain the food pantry for client distribution.

Administrative Support

• Order, inventory, distribute, and store office supplies for six programs.
• Answer telephones and route inquiries appropriately.
• Update and distribute the Staff Directory.
• Distribute mail and faxes.
• Open and close client charts.
• Perform filing and assist with other general office functions.

Program Support

• Provide administrative support for 10+ clinicians and managers.
• Manage client information in the Epic system (Department of Public Health database).
• Monitor client Medi‑Cal eligibility, UMDAP, and treatment plans; run weekly Avatar reports and ensure timely updates and cleanup.
• Oversee client medical records for approximately 1,200 clients, including creating new records, ensuring quality, reorganizing files, and managing inventory and thinning processes.

Department Description

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services across UCSF Departments and various off‑campus locations. Temporary employees fill special projects, cover for regular staff on vacation or leave, or temporarily fill vacant positions during recruitment. Many temporary employees transition to career and limited appointment positions.

Required Qualifications

• High school diploma or GED; and three years of related experience, or an equivalent combination of education and experience.
• Ability to work cooperatively and communicate effectively with a wide range of individuals.
• Ability to work in a high‑stress, high‑volume environment and meet deadlines.
• Strong attention to detail and ability to follow verbal and written instructions accurately.
• Ability to prepare written summaries, set priorities, and complete reports within required timeframes.
• Proficiency with software packages including Excel, Access, Avatar, and internal UC systems; ability to recognize and correct data irregularities.
• Excellent communication and interpersonal skills with a customer‑focused approach.
• Working knowledge of applicable University policies and procedures; thorough knowledge of office systems and ability to use a broad range of technology, systems, and administrative tools.
• Ability to use judgment and discretion to resolve operational issues, determine priorities, and recommend process improvements.
• Ability to lift up to 50 lbs and climb stairs as required.

Preferred Qualifications

• Knowledge of medical and/or psychiatric terminology.

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 devoted exclusively to the health sciences. UCSF is 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 of individuals with many skills and talents. We seek candidates whose experience or community service prepares them to contribute to our commitment to professionalism, respect, integrity, diversity, and excellence – our PRIDE values. UCSF is also committed to equity in both care delivery and workforce. We build a broad, diverse community that welcomes and supports all perspectives, and we actively pursue culturally competent education, discovery, and patient care. Additional information about UCSF's diversity initiatives is available at diversity.ucsf.edu.

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

Equal Opportunity Statement

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, disability, age, or protected veteran status.