Executive Assistant

Job Description

Employment Duration: 3 months (w/ potential for extension)

UCSF Health is seeking an experienced Executive Assistant to provide high-level administrative, operational, financial, and project support across key UCSF Health service lines, including Children's Nursing, Perioperative Services, Emergency Services, and Benioff Children's Hospital.

This is a highly visible role for an organized, analytical and service-oriented professional who can independently manage complex priorities, support senior leaders, coordinate cross-functional projects, and translate data and operational needs into effective solutions.

The successful candidate will be comfortable working in a fast-paced healthcare environment, exercising sound judgment, handling confidential information, and partnering with leaders, faculty, staff and stakeholders across the organization. The position operates with a high degree of autonomy and supports initiatives with broad departmental and health-system impact.

Key Responsibilities:

Administrative Operations & Leadership Support

• Provide comprehensive administrative, operational, project and program support to department and service-line leaders.
• Coordinate complex priorities, timelines, meetings, communications and deliverables across multiple initiatives.
• Support short- and long-term planning and help leaders identify and resolve operational issues.
• Represent departments and leadership in interactions with internal and external stakeholders.

Project Management & Operational Improvement

• Coordinate and oversee projects and initiatives, including project timelines, resources, deliverables and stakeholder communication.
• Support initiatives involving patient safety, continuous improvement, accreditation, design and construction, and other strategic priorities.
• Develop and maintain databases, reports and information resources used to support operational decision-making.
• Analyze complex issues, identify solutions and manage competing priorities in a fast-paced environment.

Financial & Business Operations

• Perform budget, financial and cost analysis and prepare financial reports.
• Monitor project and funding resources and support recharge and payment administration.
• Manage vendor and purchase requisitions and payment processes.
• Gather, analyze and summarize information to support operational and financial decisions.

Human Resources & Workforce Support

• Coordinate and support human resources activities including talent acquisition, onboarding, training, payroll, position control, employee requisitions and management actions.
• Prepare and analyze HR reports and serve as a resource to leaders and support staff regarding HR policies and procedures.
• Maintain confidentiality and exercise discretion when handling sensitive personnel information.

Events, Communications & Department Operations

• Lead and coordinate special events and recognition activities across UCSF Health locations.
• Draft and coordinate communications, correspondence and other materials for leaders and organizational stakeholders.
• Support facilities, equipment, IT, contracts and other operational needs.
• Serve as a department safety coordinator and participate in committees and other organizational initiatives.

Qualifications

Required Qualifications: - 1 - 3 years of experience providing executive-level or high-level administrative support. - Excellent verbal and written communication skills. - Strong organizational skills and demonstrated ability to manage multiple priorities and demanding timelines. - Ability to collaborate effectively with a wide range of stakeholders. - Experience using common university, enterprise or business computer applications. - Strong attention to detail and follow-through. - Ability to exercise sound judgment and maintain confidentiality. Preferred Qualifications: - Bachelor's degree in a related field and/or equivalent experience/training. - Project management experience. - Experience managing financial data, spreadsheets and reporting systems. - Experience with administrative operations such as accounting, payroll, event planning, risk management, contracts and grants, or organizational communications. - Knowledge of financial analysis and reporting techniques. - Knowledge of human resources policies and procedures.

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 https://www.ucsf.edu/about/mission-and-values . In addition to , 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 https://diversity.ucsf.edu/ . Join us to find a rewarding career contributing to improving healthcare worldwide.

EEO Statement

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.