Job Details

Working Title: Executive Assistant Schedule: Mon-Fri 0800-1700-Hybrid Location: 2-3 days per week onsite, 550 Gene Friend Wy, Ste 109, San Francisco, CA 94158 Local candidates only Job Function Summary: Involves providing executive administrative support for an executive. Performs 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. Reporting directly to the Vice Chancellor, Office of Opportunity & Outreach and with a dotted line to the Assistant Vice-Chancellor and Chief of Staff, this position provides high-level executive administrative support to the Vice Chancellor, as well as providing auxiliary administrative support to department Assistant and Associate Vice Chancellors and their respective units. This position also provides executive assistant supplemental support for initiatives and special projects, including special events and planning. The incumbent serves as key liaison with the Chancellor's Office, Deans' offices, other campus administrators, faculty, staff, students, representatives of other campuses, UC Office of the President, and members of the public on a wide range of issues, including handling highly confidential materials and situations where the VC's input is required Generic Scope: Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources, functions with a high degree of autonomy. Custom Scope: Provides administrative leadership and professional expertise for units at the highest levels of administration at the University. Develops and administer systems for managing information, projects and communications throughout unit; functions with a high degree of autonomy. Significant barriers to entry exist at this level (e.g., may require the approval of senior leadership). Education: Bachelor's degree in related areas and / or equivalent experience / training. Knowledge, Skills and Abilities: 5+ years of progressively responsible executive-level assistant experience. Ability to perform increasingly challenging administrative tasks within a complex organization with minimal supervision. Broad knowledge of UCSF Health operations, politically astute and organizationally savvy to confidently represent Administration. Demonstrated ability to be proactive; apply and implement creative solutions to complex problems It must be well organized. Proficiency PC Microsoft Word, EXCEL, PowerPoint Outlook and Visio are essential. Advanced knowledge of the organization's processes, protocols and procedures. Knowledge of federal regulations such as FERPA. Intermediate to advanced knowledge of common organization-specific computer applications. Strong analytical / problem-solving skills. 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. Advanced service orientation. Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing. Advising and counseling skills. Ability to multi-task with demanding timeframes. Ability to use a high level of discretion and maintain all confidentiality. Small to mid-level project management skills. Knowledge of medical centers, campus or other academic medical center settings. Be well-versed in how UCSF is structured, have a high degree of political acumen, and be able to manage highly sensitive situations without advance notice. (e.g., issues involving Legal Affairs, grievances, etc.) Department Overview (please write a brief description of your department/unit that you would like to be included in the job posting/advertisement) As part of its mission to advance health worldwide, the University of California, San Francisco (UCSF) has long been committed to achieving optimal health for all patients, communities, and populations, while fostering an environment of excellence and belonging among its students, trainees, staff, and faculty. The Office of Opportunity and Outreach serves as the campus leader in advancing and sustaining equal opportunity for every individual in all aspects of the UCSF mission through ongoing assessment, program development, and consensus building. We collaborate with the four professional schools, the Graduate Division, and the health system to build unity and connection across difference and nurture an environment in which all individuals can thrive. Our commitment to equal opportunity and non-discrimination is integral to fulfilling UCSF's vision of delivering the highest standard of excellence in patient care, education, research, and community service. The Vice Chancellor's Office of Opportunity and Outreach includes oversight of Advancing Excellence in Faculty and Staff Recruitment and Leadership, the Center for Science Education and Outreach; Climate and Belonging; Community Engagement and Dialogue; Disability, Jewish Life, LGBTQ, Multicultural, and CARE Resource Centers; the Office for the Prevention of Harassment and Discrimination, and the direct administrative office of the Vice Chancellor. These centralized services enable system improvements that foster and enhance collaboration, improve our effectiveness, and serve as a cornerstone for innovation and the engagement of all.