Administrative Assistant

University of California - San Francisco Campus and Health
United States, California, San Francisco
May 30, 2025
Administrative Assistant F_TEP-Campus Employees Temporary Employment 85082BR Job Summary The anticipated duration of this temporary assignment is 6 months. Under the supervision of the Administrative Manager, the incumbent will provide administrative support to the Vice Chair for Child and Adolescent Psychiatry and Psychology, Division Chiefs and the Chair's Office Administrative Team. The Administrative Assistant must be able to act independently and cohesively with general supervision to fulfill the overall objective of assuring an efficient and highly organized administrative function. Functions as a gatekeeper, understanding the requirements of the executives and the chair's office to prioritize issues according to urgency and to allocate time accordingly. Key Responsibilities: Provide administrative support to the Vice Chair for Child and Adolescent Psychiatry and Psychology, Division Chiefs, and the Chair's Office Administrative Team Act independently and cohesively under general supervision to maintain an efficient and organized administrative function Serve as a gatekeeper by understanding executive priorities, triaging issues by urgency, and managing time allocation accordingly Offer project and administrative support to various stakeholders Manage systems access and deliver technical administrative support Coordinate and support onboarding processes for new staff members Collaborate with, and when necessary, act on behalf of the executives and Chair's Office Develop comprehensive knowledge of unit practices and policies to anticipate needs and take proactive steps Engage with senior leadership while demonstrating strong political acumen on behalf of the executives and Chair's Office Independently solve problems in a fast-paced, high-intensity environment Manage, plan, and administer a range of administrative operations within a small to medium-sized department Reports to the Vice Chair and Administrative Manager 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 graduation and four years of related administrative experience, or an equivalent combination of education and experience Excellent verbal communication and presentation skills Excellent organizational skills and interpersonal skills to work effectively on a diverse team Proficiency with Microsoft Office Well-developed organizational and documentation skills with strong attention to detail Well-developed writing skills Ability to work effectively in a team-based environment, prioritize tasks, and meet multiple deadlines Ability to work independently and demonstrate resourcefulness Preferred Qualifications Familiarity with UCSF processes and systems Experience and knowledge using BearBuy, MyExpense, and TAO Strong problem-solving skills, including the ability to: Effectively prioritize workload and manage projects with realistic timelines and clear communication Navigate complicated calendaring needs Reconcile conflicting information in research records before data entry Understand and communicate University and Department policies and procedures accurately Ability to represent the vice chair effectively by understanding Department and University organization, missions, and activities Judgement to escalate issues appropriately, such as: Unresolvable problems with software or electronic data systems Challenges in managing workgroup dynamics and aligning team outcomes with departmental and University goals 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 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. Organization TEP Job Code and Payroll Title 004722 BLANK AST 3 Job Category Administrative Support, Temporary Employment Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Employee Class Temporary Employment Percentage 100% Location San Francisco, CA Campus Mission Bay (SF) Work Style Fully On-Site Shift Days Shift Length 8 Hours