Executive Assistant

Job Summary:

Reporting directly to the Vice Chancellor, Office of Opportunity & Outreach, this position provides high-level executive administrative support to the Vice Chancellor, as well as providing auxiliary administrative support to the Chief of Staff, department Assistant and Associate Vice Chancellors and their respective units. This position provides high level executive assistance, and supplemental support for initiatives and special projects, including special events and planning. The incumbent serves as key liaison with the Chancellor's Office, Deans' offices, other campus administrators, faculty, staff, students, representatives of other campuses, UC Office of the President, and members of the public on a wide range of issues, including handling highly confidential materials and situations where the VC's input is required

Provides administrative leadership and professional expertise for units at the highest levels of administration at the University. Develop and administer systems for managing information, projects and communications throughout the unit, functions with a high degree of autonomy.

Please note: This position locates in San Francisco, Mission Bay, onsite (3 times a week)

Salary Range: $81,300- $172,300

Department Summary:

As part of its mission to advance health worldwide, the University of California, San Francisco (UCSF) has long been committed to achieving optimal health for all patients, communities, and populations, while fostering an environment of excellence and belonging among its students, trainees, staff, and faculty.

The Office of Opportunity and Outreach serves as the campus leader in advancing and sustaining equal opportunity for every individual in all aspects of the UCSF mission through ongoing assessment, program development, and consensus building. We collaborate with the four professional schools, the Graduate Division, and the health system to build unity and connection across differences and nurture an environment in which all individuals can thrive. Our commitment to equal opportunity and non-discrimination is integral to fulfilling UCSF's vision of delivering the highest standard of excellence in patient care, education, research, and community service.

The Vice Chancellor's Office of Opportunity and Outreach includes oversight of Advancing Excellence in Faculty and Staff Recruitment and Leadership, the Center for Science Education and Outreach; Climate and Belonging; Community Engagement and Dialogue; Disability, Jewish Life, LGBTQ, Multicultural, and CARE Resource Centers; the Office for the Prevention of Harassment and Discrimination, and the direct administrative office of the Vice Chancellor. These centralized services enable system improvements that foster and enhance collaboration, improve our effectiveness, and serve as a cornerstone for innovation and the engagement of all.

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

30

Directs the daily administrative operations for the executive's office.

Executive Administrative Support of the Vice Chancellor (VC)

Ensures strong support and effectively represent her and the department with professionalism, confidentiality and the highest level of judgment.

• Navigate confidentiality required for increased Attorney Client Privileged conversations of this executive with others across campus and health system.
• Under general direction and using independent judgment must maintain, coordinate and update calendar and schedule of the Vice Chancellor
• Work with the senior level support staff to other VC, Deans, and Chancellor offices to organize meetings, schedule reviews, attorney client privileged conversations, etc.
• Serve as initial point of contact for the Vice Chancellor of the Office of Opportunity and Outreach, using independent judgment must troubleshoot calls and is required to field to the appropriate unit and/or stakeholder.
• Assure accountability with Senior Management Group (SMG) related rules and timelines and completion of all required forms by designated deadlines including:
  • AREC - Annual Report on Executive Compensation (Completes form with Vice Chancellor's review and approval)
  • Anticipated Outside Professional Activities (OPA)
• Under general direction, schedule high level meetings including those involving the Chancellor and other key leaders, screen requests for appointments, obtain background materials in advance of all meetings and prep the vice chancellor, as needed and as permitted by Attorney Client Privileged (ACP) Information.
• Monitor long-term activities and commitments and make scheduling decisions often-times requiring assessment of meeting priorities.

• Serve as key point of contact for the VC and department inquiries with the

  UC Office of the President, Chancellor's Office, Deans' offices, Vice Chancellors, the Health System, Legal Affairs and reporting units, faculty, staff and students, campus and health community in general, professional colleagues and members of the public

  Arrange and process all VC travel in an efficient and timely manner and following regulations for university covered travel and commitments funded by other sources

10 Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time accordingly. 10

Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices.

Executive-level Support to Assistant Vice Chancellor, Chief of Staff/AVCs as directed:

• Ensure strong and effective support of the AVCs and effectively represent them and the Office of Opportunity & Outreach with professionalism and the highest level of judgment.
• Using independent judgment, maintain, coordinate and update calendar and schedule of the assistant vice chancellor/Chief of Staff. Coordinate other calendars as assigned.
• Using advanced skills, preparing PowerPoint presentations and ad hoc reports for the assistant vice chancellor as needed
• Arrange and process travel requests in an efficient and timely matter.

10

Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.

Provides background information - inclusive of relevant documents, including Attorney Client Privileged materials as permitted, to each of the meetings scheduled in the VC's calendar to ensure that the executive is well prepared and can raise any issues or concerns with sufficient time.

10

Provides administrative support to ad hoc committees appointed by the executive on a broad range of issues as requested or assigned.

In alignment with UC's priorities, the EA works alongside other members of O&O's Operations team to support and ensure the prompt scheduling of meetings, presentations and convenings of ad hoc committees that are formed to be part of the university's response to federal and state regulations as well as new UCSF requirements,

Events Support

Deliver excellent customer service, while supporting the planning and successful delivery of programs and events for the campus community.

Under the general direction of the VC and AVC, Chief of Staff, and working in partnership with the Events and Communications Director, for related events that bring together the campus community across multiple campus sites such as: Diversity Month Celebrations (HEAR Symposium, Principle of Community Awards, and the Chancellor's Leadership Panel on Diversity.

Event Support includes:

• Prepare attendee RSVP list for check-in
• Meet and greet and check in guests
• Reserve conference room, set up tables and chairs, equipment, and request custodian services.
• Space set up, special equipment, and coordinate custodian services.

Provide support for special projects as requested/assigned

10

Handles the details of complex and highly sensitive matters on behalf of the executive.

Coordinates a variety of sensitive meetings related to employees' performance ranging from annual reviews to discussions with Labor and Employee Relations (LER) related to terminations.

10 Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy. 10 Other duties as assigned

100%

Required Qualifications:

• Bachelor's degree in related areas and / or equivalent experience / training.
• 5+ years of progressively responsible executive-level assistant experience.
• Ability to perform increasingly challenging administrative tasks within a complex organization with minimal supervision.
• Broad knowledge of UCSF Health operations, politically astute and organizationally savvy to confidently represent Administration.
• Demonstrated ability to be proactive; apply and implement creative solutions to complex problems
• It must be well organized.
• Proficiency PC Microsoft Word, EXCEL, PowerPoint Outlook and Visio are essential.
• Strong analytical / problem-solving skills.
• 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.

Preferred Qualifications:

• Advanced knowledge of the organization's processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Small to mid-level project management skills.
• Knowledge of medical centers, campus or other academic medical center settings.
• Be well-versed in how UCSF is structured, have a high degree of political acumen, and be able to manage highly sensitive situations without advance notice. (e.g., issues involving Legal Affairs, grievances, etc.)
• 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.

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 here.

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

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.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

To learn more about the benefits of working at UCSF, including total compensation, please visit:

Required Qualifications:

• Bachelor's degree in related areas and / or equivalent experience / training.
• 5+ years of progressively responsible executive-level assistant experience.
• Ability to perform increasingly challenging administrative tasks within a complex organization with minimal supervision.
• Broad knowledge of UCSF Health operations, politically astute and organizationally savvy to confidently represent Administration.
• Demonstrated ability to be proactive; apply and implement creative solutions to complex problems
• It must be well organized.
• Proficiency PC Microsoft Word, EXCEL, PowerPoint Outlook and Visio are essential.
• Strong analytical / problem-solving skills.
• 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.

Preferred Qualifications:

• Advanced knowledge of the organization's processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Small to mid-level project management skills.
• Knowledge of medical centers, campus or other academic medical center settings.
• Be well-versed in how UCSF is structured, have a high degree of political acumen, and be able to manage highly sensitive situations without advance notice. (e.g., issues involving Legal Affairs, grievances, etc.)
• 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.