Administrative Coordinator & Executive Assistant

Division of Palliative Medicine - Department of Medicine

Full Time

86543BR

Job Summary

The position is responsible for providing 1) overall administrative coordination of day-to-day operational and administrative activities for and across the Division of Palliative Medicine and 2) executive assistance to the Division Chief in the service of supporting the mission and goals of the Division. Key responsibilities will include serving as a central point of contact for Division faculty and staff on operational and administrative matters: submitting IT/facilities tickets/work orders, ordering and tracking supplies/inventory, submitting purchase orders and expense reports, supporting finance and HR tasks including tracking invoices/payments, check deposits, cost transfers, financial reconciliation, onboarding new hires, creating surveys, generating reports, and analyzing data, contributing to Division and team meetings, creating meeting agendas and minutes, and supporting special projects that add to the success of the Division or improves employee engagement/experience; providing administrative support to the entire interdisciplinary team of the inpatient consult service; managing all aspects of Division meetings and special events, including direct management of calendar and event activities, coordinating, researching and organizing meeting and event materials and logistics; maintaining Division communication resources; and providing high-level project and administrative support to the Division Chief including managing the Chief's complex and shifting calendar.

The Administrative Coordinator may also be involved in program-specific projects led by faculty/program directors in areas of research, clinical operations, and/or education. The Administrative Coordinator may also support Division communications/marketing tasks such as social media, Wiki, and/or website updates.

The ideal candidate will be customer service-minded, organized, professional, and have the ability to work as a reliable and flexible member of a team handling multiple responsibilities in an environment of shifting priorities. In addition, a strong candidate will demonstrate autonomy and the initiative to learn policy, systems, processes, and culture. The candidate may work on projects that are highly sensitive or complex in nature, requiring the individual to work with a high level of independence, initiative, organization, and flexibility. Since the individual will interact with a wide range of audiences- diplomacy, professionalism, and tact are essential, together with excellent verbal and written communication skills. The individual must demonstrate excellent judgment in selecting methods and techniques for obtaining solutions.

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.

The salary range for this position is $29.05 - $53.50 (Hourly Rate).

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

The Department of Medicine (DOM) is the largest department in the School of Medicine (SOM) here at UCSF, with more than 800 full-time faculty. The mission of the Department includes research, teaching, patient care, and public service. The Department has a decentralized organizational structure across four locations (Mission Bay, Parnassus Heights, St. Mary's/Francis, San Francisco Veterans Affairs Health Care System, and the Zuckerberg San Francisco General) and approximately 38 divisions. UCSF DOM has consistently ranked among the top four departments of medicine in the country. Authority and accountability of the Department rest with the Department Chair (leads Parnassus Heights site) and also directs the Vice Chairs/Chiefs at the SFVAHCS and ZSFG.

The Division of Palliative Medicine is in the Department of Medicine at UCSF. Palliative care is specialized medical care for people with serious illnesses. This type of care is focused on providing relief from the symptoms and stress of a serious illness, with the goal of improving the quality of life for both the patient and the family. Launched in 2018, the Division aims to make palliative care routine at UCSF Health so that every patient with a serious illness and their family have access to high-quality palliative care. Faculty and staff within the Division have been nationally and internationally recognized as leaders in palliative care for clinical innovation, education, research, and training.

The Division has financial and administrative relationships with the Department of Medicine and UCSF Health, and runs 5 clinical services in both inpatient and outpatient settings. While the Division's clinical services are primarily split between Parnassus, Mt Zion, and Mission Bay campuses, fellows have rotations at the Zuckerberg San Francisco General Hospital (ZSFG), the San Francisco Veterans Affairs Medical Center (SFVAMC), Kaiser Permanente East Bay, and By the Bay Health. We also have Professional Agreement Services, such as the San Francisco Campus for Jewish Living.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum 1+ years of directly relevant experience required.
• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.

Preferred Qualifications

N/A

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

Campus

Job Code and Payroll Title

004263 ADMIN OFCR 2 CX

Job Category

Administrative Support

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Employee Class

Limited Appt

Percentage

100%

Location

San Francisco, CA

Campus

Parnassus Heights (SF)

Work Style

Hybrid

Shift

Days

Shift Length

Variable

Additional Shift Details

18 month limited appointment; Monday-Friday, 8am-5pm