Executive Assistant

SOP Dean's Office

Full Time

79513BR

Job Summary

A key member of the Dean's Office, the Executive Assistant to the Dean oversees the Dean's daily administrative needs and schedule and functions with a high degree of autonomy and utmost discretion. The incumbent will act in a problem-solving and coordinating role in support of the Dean, working with a wide variety of personnel including University leaders, faculty, staff, and students.

Key areas of responsibility include: managing a highly complex executive calendar and meeting coordination; providing on-site logistical support for meetings (slides, agendas, refreshments, video teleconferencing, etc.); coordinating complex travel logistics (includes arranging flights, transportation,
lodgings, meeting registrations and keeping track of financial commitments and processing/tracking reimbursements); using skilled judgment and discretion in triaging emails and other incoming requests for the Dean; drafting written comunications and materials; provide background materials, talking points, and briefing materials for the Dean, and composing and maintaining the Dean's task lists. The incumbent will take on a variety of ad-hoc projects as needed.

Responsibility for providing high executive level of support and for directing inquiries to appropriate resources or contact as needed requires an understanding of Dean's goals and priorities, and a thorough understanding of the School's structure, academic programs, policies, workflow and communication demands.This position uses concepts and organziational objectives to resolve the most complex issues with institution-wide impact, and must have an expert level of professionalism, confidentialtiy, and diplomacy.

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

The UCSF School of Pharmacy (SOP) has been number one in research funding from the National Institutes of Health (NIH) every year for over four decades. We train our students to think scientifically to solve health care's most pressing problems and to ensure that each patient receives the safest, most effective, and most cost-effective treatments available.

The Dean's Office of the School of Pharmacy supports the agendas of the dean and the
School's three departments, the ORU and their faculties, through activities in its administrative and
advisory units. The School of Pharmacy is the Academic home to approximately 71 faculty, and 701 WOS faculty. The School employees about 271 non-faculty (residents, postdocs, and students), and 220 Staff with an annual operating budget of approximately $170M.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum 5 years of experience working in a large complex organization supporting an executive.
• Advanced knowledge of the organization's processes, protocols and procedures.
• 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. Advanced writing, proofreading and editing skills.
• Ability to multi-task with demanding timeframes. Flexibility to adapt to sudden changes.
• Ability to use a high level of discretion and maintain all confidentiality.
• Mid-level project management skills.
• Ability to work both independently and in a group/team setting.

Preferred Qualifications

• Knowledge of federal regulations such as FERPA.

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 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, age, protected veteran or disabled status, or genetic information.

Organization

Campus

Job Code and Payroll Title

007385 EXEC AST 4

Job Category

Administrative Support, Executive, Professional (Non-Clinical)

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Employee Class

Career

Percentage

100%

Location

Parnassus Heights (SF)

Shift

Days

Shift Length

8 Hours

Additional Shift Details

Monday - Friday; 40 Hours/week