Executive Assistant

Employment Duration: 6 months

Work Style: Hybrid (2-3 days on-site)

Uses skills as a seasoned and experienced administrative professional to assist in managing, planning, and administering operations for the priorities of the Vice Chancellor/Associate Vice Chancellor (VC/AVC) unit within UCSF's Office of University Development and Alumni Relations (UDAR).

The Executive Assistant provides administrative and program support and may function as a project manager for special projects in the VC/AVC unit. This position serves as a key liaison between the VC/AVC, UDAR units, campus departments, and external constituencies. The role provides executive support primarily to the Associate Vice Chancellor, with occasional backup administrative support to the Vice Chancellor.

Responsibilities include executive-level calendar coordination, internal and external communications, meeting support, and working with confidential donor information. The incumbent is expected to maintain strict confidentiality and exercise exceptional judgment in selecting methods and techniques for obtaining solutions.

At UCSF's Office of University Development and Alumni Relations (UDAR), we're proud to be the kind of place where great ideas can come from anyone, and you can do the most impactful work of your career alongside fantastic colleagues. From UCSF's pioneering work in the AIDS crisis to the creation of a silicon brain, you will experience the world-class nature of the university's work and the difference it makes.

UDAR is a team of innovative professionals who partner with world-class scientists, healthcare providers, and philanthropists to advance breakthrough research and life-changing patient care. We're one of the nation's top fundraising organizations, home to smart, driven people who care deeply about UCSF's mission to advance science and transform health.

Our success comes from the combined talents of many roles, including frontline fundraisers, alumni relations professionals, writers, designers, researchers, analysts, and operations and information systems experts.

UDAR is committed to growing talent from within, celebrating collective wins, and fostering a collaborative, team-based environment where staff can thrive.

Key Responsibilities

• Manage, plan, and administer a range of administrative operations within the VC/AVC unit in partnership with the senior executive assistant, with primary responsibility for coordinating the Associate Vice Chancellor's activities.
• Serve as the primary point of triage for a high volume of information, correspondence, and requests by prioritizing issues, delegating tasks as appropriate, tracking assigned projects through completion, and ensuring timely follow-up.
• Communicate on behalf of the Associate Vice Chancellor and the VC/AVC unit with faculty, donors, campus leaders, and community partners while responding to inquiries with professionalism and discretion.
• Develop and prepare donor and funding reports and assist with fundraising-related activities as needed.
• Update donor contact reports and meeting records in the donor database.
• Coordinate with Gift Administration to resolve gift-related issues and communicate with donors, faculty, department contacts, and donor representatives.
• Gather, analyze, prepare, and summarize staff, financial, and other operational reports.
• Process vendor purchase orders, invoices, and employee travel and expense reimbursements as needed, and coordinate with financial services regarding vendors and projects.
• Serve as a liaison with campus constituencies by researching issues, analyzing reference materials, preparing recommendations, and producing communications and supporting documents for internal and external audiences.
• Manage the Associate Vice Chancellor's calendar and provide occasional backup calendar support for the Vice Chancellor.
• Coordinate meeting materials, complex scheduling, and business travel arrangements.
• Provide logistical support for meetings and events, including coordination of facilities, catering, audiovisual requirements, staffing, and on-site support while ensuring strategic meeting and event objectives are met.

N/A

Required Qualifications

• Thorough knowledge of Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, with familiarity with Adobe and DocuSign.
• Solid analytical and problem-solving skills.
• Political acumen and sensitivity to differing perspectives and organizational dynamics across all levels of the organization, the Office of the President, and external constituencies.
• Strong service orientation.
• Excellent verbal and written communication skills with the ability to interact effectively with staff, faculty, alumni, donors, students, and external constituencies.

Preferred Qualifications

• Familiarity with the organization's processes, protocols, and procedures.
• Bachelor's degree in a related field (or equivalent work experience) and three or more years of related experience, or an equivalent combination of education, experience, and training.

Required Qualifications

• Thorough knowledge of Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, with familiarity with Adobe and DocuSign.
• Solid analytical and problem-solving skills.
• Political acumen and sensitivity to differing perspectives and organizational dynamics across all levels of the organization, the Office of the President, and external constituencies.
• Strong service orientation.
• Excellent verbal and written communication skills with the ability to interact effectively with staff, faculty, alumni, donors, students, and external constituencies.

Preferred Qualifications

• Familiarity with the organization's processes, protocols, and procedures.
• Bachelor's degree in a related field (or equivalent work experience) and three or more years of related experience, or an equivalent combination of education, experience, and training.