Executive Assistant

Employer
University of California, San Francisco
Location
Redwood City, CA

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Employment Type
Full Time
Institution Type
Four-Year Institution
Job Code and Payroll Title
007385 EXEC AST 4
Job Summary
This position provides leadership and professional expertise in executive assistance to the Dean of the School of Nursing, the Associate Dean for Finance and Administration, and the Associate Dean for Diversity, Inclusion and Outreach.
The individual develops and administers systems for managing information and projects throughout the Dean's Office and functions with a high degree of autonomy, developing effective systems for managing information, projects, and communications to ensure accurate and timely responses.
The incumbent directs the daily administrative operations of the Dean's Office with little direct supervision. The incumbent serves as a gatekeeper, understanding the requirements of the Dean and other executives, in order to prioritize issues according to urgency and to allocate time accordingly. The incumbent supervises the Dean’s Office staff (currently two policy analysts) and provides direction to their career development.
The incumbent develops and executes the highest caliber of experience in interactions across the UC - including the UC Office of the President, campus, medical centers, and school leadership, donors, alumni, faculty, staff, students, University officials, high level contacts at other universities and external agencies, and the public, responding to a wide variety of questions and issues, including those highly sensitive in nature.
The individual supports the Dean in development activities and alumni relations functions and plans and manages school-wide leadership meetings and events, including the Dean's Council, the Strategic Hiring Committee, and meetings and relations with clinical leaders in partnering health systems.
Responsibilities include managing complex calendaring for three busy executives, selecting, reserving, and preparing appropriate meeting venues, making travel arrangements, and handling reimbursements, and overseeing agenda development of standing meetings.
Prepares written communications, reports, and background materials, collects and maintains supporting materials and documentation, and other related ad hoc responsibilities. The person refers requests for further information to appropriate individuals. Maintains database and file systems to research, compile and summarize complex and/or highly sensitive issues, policies, and topics; provides background information, talking points, and briefing materials for the executives. Briefs executives in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.
This position provides leadership and professional expertise in executive assistance to the Dean of the School of Nursing, the Associate Dean for Finance and Administration, and the Associate Dean for Diversity, Inclusion and Outreach.
The individual develops and administers systems for managing information and projects throughout the Dean's Office and functions with a high degree of autonomy, developing effective systems for managing information, projects, and communications to ensure accurate and timely responses.
The incumbent directs the daily administrative operations of the Dean's Office with little direct supervision. The incumbent serves as a gatekeeper, understanding the requirements of the Dean and other executives, in order to prioritize issues according to urgency and to allocate time accordingly. The incumbent supervises the Dean’s Office staff (currently two policy analysts) and provides direction to their career development.
The incumbent develops and executes the highest caliber of experience in interactions across the UC - including the UC Office of the President, campus, medical centers, and school leadership, donors, alumni, faculty, staff, students, University officials, high level contacts at other universities and external agencies, and the public, responding to a wide variety of questions and issues, including those highly sensitive in nature.
The individual supports the Dean in development activities and alumni relations functions and plans and manages school-wide leadership meetings and events, including the Dean's Council, the Strategic Hiring Committee, and meetings and relations with clinical leaders in partnering health systems.
Responsibilities include managing complex calendaring for three busy executives, selecting, reserving, and preparing appropriate meeting venues, making travel arrangements, and handling reimbursements, and overseeing agenda development of standing meetings.
Prepares written communications, reports, and background materials, collects and maintains supporting materials and documentation, and other related ad hoc responsibilities. The person refers requests for further information to appropriate individuals. Maintains database and file systems to research, compile and summarize complex and/or highly sensitive issues, policies, and topics; provides background information, talking points, and briefing materials for the executives. Briefs executives in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.
 
Organization
Campus
Req Number
66052BR
Job Title
Executive Assistant
Employee Class
Career
Percentage
%100
Shift Length
8 Hours
Shift
Days
Additional Shift Details
M-F 8-5
Bargaining Unit
99 - Policy-Covered (No Bargaining Unit)
Job Category
Professional (Non-Clinical)
Required Qualifications
  • Bachelor's degree in related area and / or equivalent experience / training.
  • Minimum of 5 years of related experience
  • 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.

Preferred Qualifications
 
  • Master’s degree in related area and / or equivalent experience / training
  • Advanced knowledge of the organization's processes, protocols and procedures.
  • Knowledge of federal regulations such as FERPA.

Position Type
Full Time
Department Name
DO Admin Operations
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.
Department Description

As a vital part of a world-renowned health sciences campus, the UCSF School of Nursing fosters excellence, diversity, and innovation. With more than 130 faculty members serving in leadership and advisory capacities in health care delivery, health policy, sociology, and clinical and translational research, the school has remained a leader in NIH research funding awarded to schools of nursing. Graduate and doctoral students come from all over the world to prepare for desperately needed leadership roles in patient care, research, and academia. The School of Nursing Dean’s Office provides leadership and support to four academic departments and an organized research organization in addition to providing a variety of services to support students and faculty.
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.
Location
Redwood City, CA

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