Executive Assistant

Helen Diller Family Comprehensive Cancer Center

Full Time

76367BR

Job Summary

This position is an Executive Assistant to the President and Administrative Supervisor at the Helen Diller Family Comprehensive Cancer Center. This will involve overall coordination for the President of the Cancer Center who has responsibility for the entirety of cancer activities on Campus and within UCSF Health. The incumbent will collaborate with the principal offices of the broad UCSF organization (e.g. Chancellor, Vice Chancellors, Medical Center, and School Dean’s Offices and Departments) in support of overall institutional goals. The President also maintains an active research laboratory with significant external collaborators, including many who are out of the country. The Executive Assistant provides organization so that the President can continue his research while providing executive level management of the cancer enterprise at UCSF.

• Incumbent responsible for designing and managing the communication and operational workflow of the President’s office. Incumbent is responsible for triaging, reprioritizing projects, and managing unexpected events independently and promptly to ensure the President’s administrative needs are met efficiently, professionally and with the highest level of quality. Crucial elements required of this position are confidentiality, tact, and discretion to handle highly sensitive matters.
• Incumbent will track all pending questions, issues, and projects for the President and send regular updates to the President to check the status or act as a reminder.
• Issues and priorities are not well defined and will be in a state of flux in this new organizational structure that brings together all cancer activity from both UCSF Health and Campus, and a high level of analysis is required to determine the nature and scope of new issues in preparing for presentation and recommendation to the President.
• This position is critical to analyzing and developing successful procedures for organizing high level meetings and workflow. There can be little to no margin of error or excess effort involving the time and schedules of senior level personnel and internal and external stakeholders. It is also critical that communications that route through the President’s office are handled in the most efficient and streamlined way possible.
• The incumbent will often operate with limited information; usually time constricted and will possess no line authority or ability to control the actions of others in areas outside of the HDFCCC. This function requires detailed knowledge of overall departmental operations, a high degree of independent judgment, analytical skills to prioritize urgency levels, and tactful handling of sensitive communications. As part of the HDFCCC administration, incumbent will make decisions of when to alert the management when given confidential information that may affect the operation of the office or organization.
• The incumbent provides administrative oversight and coordination of the President’s research laboratory, and works with HDFCCC management to manage HR and finance matters related to the lab program. In this role the incumbent must ensure the President has appropriate time to engage with local and international lab staff and faculty.
• Incumbent will also supervise several administrative assistants within the cancer center.

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 (ucop.edu)

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

The UCSF Helen Diller Family Comprehensive Cancer Center (HDFCCC) holds the prestigious designation of “comprehensive” from the National Cancer Institute (NCI). We combine basic science, clinical research, epidemiology, cancer control and patient care throughout UCSF.

Required Qualifications

• Bachelor’s degree in related area and 5 or more years of related experience; and/or equivalent experience / training.
• Previous experience in health care or academic research environment.
• Advanced 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.
• Advanced skills in Outlook, Microsoft Office (Word, Excel, Access, PowerPoint, Publisher), EndNote, Visio, Adobe Acrobat Professional, internet browser, and scanning software.
• Advanced knowledge of common University-specific computer application programs.
• Advanced skills in short- and long-term strategic planning, analysis, problem-solving and customer service.
• Proven project management skills
• Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• 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.   
• Ability to multi-task with demanding timeframes.
• Ability to use discretion and maintain confidentiality.

Preferred Qualifications

• Master’s degree in health or education administration, public health, or business administration.
• Experience in organizational planning, communications, and marketing in a fast-paced environment.
• Advanced knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.    
• Advanced knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Knowledge of federal regulations such as FERPA. Ability to research University policies, i.e., UCOP, campus, Academic Personnel Manual.
• Working knowledge of budget development for grant proposals, including direct experience with tracking revenues and expenditures.
• Previous experience as Executive Assistant providing support to high level position requiring discretion and judgment in daily activities.
• Previous experience with contracts and grants documentation, forms, and processes.
• Prior UCSF experience.

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

007378 ADMIN OFCR 4

Job Category

Administrative Support, Executive, Professional (Non-Clinical)

Bargaining Unit

99 – Policy-Covered (No Bargaining Unit)

Additional Shift Details

Monday – Friday; 40 hours/week