Administrative Assistant

Temporary Employment Program

Temporary Employment

87176BR

Job Summary

Please note: this will be fully on-site at Zuckerberg (ZSFG) campus. Duration of approximately six months; will include optional medical coverage, holiday pay and sick leave accrual.

The Administrative Assistant III provides critical administrative and operational support for the Division. This role is responsible for maintaining employee and client databases, ordering supplies, performing data entry, managing medical records, filing, faxing, and assisting with division-wide projects. The position supports daily program operations while ensuring compliance with Clinic and University standards.

Key Responsibilities

Program Assistant Duties

• Support administrative operations for the Division.
• Ensure custodial operations meet Clinic requirements.
• Procure outside vendors (e.g., shredding, water, equipment repair, refuse/recycling services), ensuring cost efficiency and compliance with Clinic standards and contractual requirements.
• Manage key and access assignments.
• Shop for, organize, and maintain the food pantry for client distribution.

• Order, inventory, distribute, and store office supplies for six programs.
• Answer telephones and route inquiries appropriately.
• Update and distribute the Staff Directory.
• Distribute mail and faxes.
• Open and close client charts.
• Perform filing and assist with other general office functions.

• Provide administrative support for 10+ clinicians and managers.
• Manage client information in the Epic system (Department of Public Health database).
• Monitor client Medi-Cal eligibility, UMDAP, and treatment plans; run weekly Avatar reports and ensure timely updates and cleanup.
• Oversee client medical records for approximately 1,200 clients, including creating new records, ensuring quality, reorganizing files, and managing inventory and thinning processes.

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

• High school diploma or GED; and three years of related experience, or an equivalent combination of education and experience.

• Ability to work cooperatively and communicate effectively with a wide range of individuals.

• Ability to work in a high-stress, high-volume environment and meet deadlines.

• Strong attention to detail and ability to follow verbal and written instructions accurately.

• Ability to prepare written summaries, set priorities, and complete reports within required timeframes.

• Proficiency with software packages including Excel, Access, Avatar, and internal UC systems; ability to recognize and correct data irregularities.

• Excellent communication and interpersonal skills with a customer-focused approach.

• Working knowledge of applicable University policies and procedures; thorough knowledge of office systems and ability to use a broad range of technology, systems, and administrative tools.

• Ability to use judgment and discretion to resolve operational issues, determine priorities, and recommend process improvements.

• Ability to lift up to 50 lbs and climb stairs as required.

Preferred Qualifications

• College degree
• Knowledge of medical and/or psychiatric terminology.

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, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/ppsm-20

For the University of California's Anti Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Organization

TEP

Job Code and Payroll Title

004722 BLANK AST 3

Job Category

Administrative Support, Temporary Employment

Bargaining Unit

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

Employee Class

Temporary Employment

Percentage

100%

Location

San Francisco, CA

Campus

Zuckerberg San Francisco General (ZSFG)

Work Style

Fully On-Site

Shift

Days

Shift Length

8 Hours