Executive Analyst
Job Summary The anticipated duration of this temporary assignment is approximately 5 months.
This individual should have experience providing executive-level support, including calendaring, event and meeting coordination, logistics, and small project management. Familiarity with UCSF systems, such as MyExpense and BearBuy, is a plus. The candidate must be able to multi-task and manage projects with minimal direction. This role will act as a gatekeeper for the AVC and requires professionalism, along with the ability to effectively manage confidential information.
Key Responsibilities:
- Manages, plans, and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.
- Provides executive-level project support to the AVC, including coordination with UCSF RE on lease activities, presentation preparation for diverse audiences, and speaker series organization.
- Manages the Associate Vice Chancellor's calendar, provides executive meeting coordination, archiving and records management, and committee activities (including preparing and compiling agenda items and meeting materials, taking minutes and notes, and ensuring appropriate follow-up on action items and goal tracking).
- Handles details and oversees work of highly confidential and critical nature to support the AVC on matters of significance.
- Performs special projects or assignments that are highly sensitive or complex, requiring a high level of independence and initiative in execution and implementation.
- Organizes, prepares, sets up, and executes the interview process for a full range of staff positions.
- Oversees travel budget and reimbursement for AVC, ensuring funds are spent appropriately and prepares all vouchers for the Vice Chair, ensuring university procedures and policies are followed.
- Manages administrative operations including budgetary financial management and human resources, and may include IT, facilities, student services, and/or contracts and grants.
- Organizes the workflow and projects of the AVC, ensuring that projects are completed and deadlines are met in all areas of operations.
- Under the guidance of the AVC, reviews and triages all office communications, handling a high volume of emails, telephone calls, compensation issues, and other confidential legal matters, prioritizing urgent issues, and identifying sensitive matters needing the AVC's attention.
- Acts as a liaison between the AVC and various stakeholders (department and university administration, faculty, housestaff, staff, faculty candidates, officials from other universities, government agencies, private organizations, and media), conveying sensitive and confidential information and relaying the AVC's decisions to relevant parties.
- Demonstrates a deep understanding of the AVC's focus, initiatives, preferences, and intended outcomes, and tailors communication to the audience, content, and venue.
- Performs recharge administration.
- Provides input into non-technical portions of grant and contract proposals.
- Coordinates and participates in a variety of human resources activities, including employment, training, classification, and completion of HR and Payroll forms and documents for the unit/department.
- Gathers, analyzes, prepares, and summarizes financial and HR reports.
- May supervise a small staff of support employees and/or students.
- Performs studies for resource plans, including approaches, trends, sources, and uses.
- Coordinates with all AVC direct reports to ensure that projects are prioritized and handled efficiently.
- Serves on committees representing the department/unit, such as Campus Life Team, Engagement Ambassadors, and People Month committee.
- Assists in designing and drafting organizational website content, newsletters, and correspondence to organizational constituents.
- Develops and implements procedures for supply inventory and ensures equipment remains in good working condition.
- Administers facilities and space logistics and manages equipment needs.
- Acts as safety coordinator.
- May assist with fundraising-related duties.
- Responsible for the daily operations of office equipment, maintaining vendor contracts, and acting as the on-site point of contact for repairs and renewals.
- Monitors and restocks all office equipment and supplies for the department, staying within budget.
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
- Thorough knowledge of University rules and regulations, processes, protocols, and procedures for budget, accounting and fund management, and/or personnel management.
- Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling skills.
- Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
- Solid knowledge of common University-specific computer application programs.
- Ability to use discretion and maintain confidentiality.
- Strong skills in short-term planning, analysis, problem-solving, and customer service.
- Ability to work independently and as a team member.
- Ability to prioritize and accomplish multiple tasks with deadlines in a customer service setting under minimal supervision.
- Ability to use sound judgment in responding to issues and concerns.
- High degree of proficiency in Microsoft Suite (Outlook, Word, Excel, Access, and PowerPoint).
- Experience with PeopleSoft, MyExpense, Bear Buy, MyAccess, HBS.
Preferred Qualifications
- Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.
- Bachelor's degree in a related area and/or equivalent experience/training.
- Introduction to LEAN.
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. Job Code and Payroll Title 007377 ADMIN OFCR 3 Job Category Administrative Support, Professional (Non-Clinical), Professional and Managerial, Temporary Employment Bargaining Unit 99 - Policy-Covered (No Bargaining Unit) Employee Class Temporary Employment Location San Francisco, CA Additional Shift Details M-F, 40 hours a week, fully on-site |
University of California - San Francisco Campus and Health
Mar 04, 2025