Executive Assistant

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 Childrens Nursing Perioperative Services Emergency Services and Benioff Childrens 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.

N/A

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:

• Bachelors 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.

Required Experience:

IC