Executive Assistant
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Executive Assistant
Ref No.: 18-08325
Location: San Francisco, California
The Administrative Assistant will be responsible for providing executive level support to the Associate Vice Chancellor of Clinical & Translational Research (AVC-CTR). Duties include: complex scheduling and calendar management, priority setting for the AVC-CTR and interfacing with a wide range of internal and external partners (that may include faculty, staff, consultants, vendors, etc.), writing and editing correspondences, managing contact information and data for the program, identifying opportunities to improve administrative functioning and operations of the program, managing travel booking and expense reimbursements, meeting and event planning, working in a team to identify ways to organize and maintain electronic filing system of the unit, corresponding with UCSF facilities and Information Technology (IT) on behalf of the program and AVC-CTR, keeping record of and ordering supplies, generating specific reports as required, drafting and editing meeting minutes, and performing other various duties as assigned. The Administrative Assistant will apply professional concepts to conduct analytical administration with moderate scope and complexity. The Assistant analyzes and resolves operational problems of moderate scope. Additionally, the incumbent carries out matters relating to the executive administration of the AVC-CTR's desk and liaises with all of the AVC-CTR's direct reports and other senior campus leaders. 



Key Responsibilities
 
%
of time
Essential Function (Yes/No)   
Key Responsibilities
(To be completed by Supervisor)
50 Yes Applies specialized office software that may include Outlook, Access, Filemaker Pro, or similar programs. 
  • Maintains complex scheduling and calendar management, priority setting for the AVC-CTR and interfacing with a wide range of internal and external partners (that may include faculty, staff, consultants, vendors, etc.)
    • Maintains departmental files.
    • Applies  complex Excel formulas, pivot tables, and similar functions. Compiles and arrays spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data.
    • May analyze trends.
·         Prepares travel reimbursements and other expense reimbursements .
·          
10 Yes Prepares correspondence and other written materials for department management and / or faculty requiring some specialized knowledge of the subject matter.
  • Works closely with the Associate Director of Administration to maintain departmental operating policies and procedures for executive level administrative tasks.  Adapts as needed to evolving circumstances.
  • Oversees timely receipt and distribution of all correspondence, reports, and
    responses to inquiries including writing drafts of general correspondence and ensure response due dates/deadlines are met. 
  • Drafts key communications (including confidential) and reports, assists with
    the preparation of descriptive materials and agendas, and coordinates with key personnel on campus.
  • Responds appropriately, using in-depth knowledge of issues and activities of the AVC-CTR.  Determines appropriate courses of action in response to a wide variety of requests.
  • Other duties as assigned.
5 Yes Edits and proofreads written materials for content consistency.
10 Yes Coordinates large, complex conferences / meetings / programs.
5 Yes Works on sensitive issues, priorities, protocol, etc.
5 Yes Determines need for general office equipment and supplies.  Submits IT and facilities tickets as needed.
5 Yes Works with department management to update / review / revise website to better communicate organization's mission, requiring substantive knowledge of organization's goals and objectives.
5 Yes Provides guidance to other Administrative staff on procedures, practices, and implementation of policies, including those which are particularly complex.  Provides direction to other Assistants on office software program application.
  • Provides back up support to other adminnistrative staff as needed.
5 Yes Manages sensitive and confidential information.