New

Executive Assistant

University of California - San Francisco Campus and Health
United States, California, San Francisco
Nov 07, 2025
Executive Assistant F_TEP-Campus Employees Temporary Employment 86760BR Job Summary This assignment will be approximately 3 months in duration. The Executive Assistant oversees and ensures the smooth operation of daily administrative activities in support of the former Chair and Chief Administrative Officer (CAO). This role involves managing complex scheduling, travel coordination, correspondence, and financial processes, ensuring accuracy, efficiency, and compliance with University policies. Key Responsibilities: Calendar Management Coordinate and analyze scheduling needs for the faculty and CAO, including clinic duties and standing meetings. Schedule recurring meetings with faculty, residents, and departmental partners. Distribute out-of-town notifications to relevant staff and resolve calendar conflicts promptly. Travel Coordination Arrange complex domestic and international travel for the faculty and CAO, including multi-leg itineraries. Maintain and distribute the out-of-town calendar for departmental visibility. Coordinate travel logistics for visiting professors, including registration, lodging, and catering arrangements. Correspondence and Transcription Provide transcription support for grant and manuscript reviews, correspondence, and emails. Review and analyze incoming correspondence to identify action items impacting schedules or priorities. Financial and Expense Management Process all expense reports and reimbursements related to business meetings, travel, and research activities. Serve as delegate for the faculty and CAO in MyExpense. Advise on and ensure compliance with University policies regarding standard and exceptional expenses. Troubleshoot and resolve expense-related issues while ensuring timely processing. 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 (https://tcs.ucop.edu/non-academic-titles) 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 UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions. Required Qualifications Bachelor's degree in a related area or equivalent experience/training. Initiative and independence to oversee sensitive or complex projects and implement efficient systems for managing information, projects, and communications. Proficiency with common computer application programs used for executive support (e.g., calendaring, communications, document preparation, databases). Strong analytical and problem-solving skills. Strong service orientation with excellent verbal and written communication skills. Ability to multi-task and prioritize under demanding timeframes; act as gatekeeper to triage urgent issues and manage calendars, travel, and meetings. Preferred Qualifications N/A 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 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. Organization TEP Job Code and Payroll Title 004702 EXEC AST 3 CX Job Category Administrative Support, Professional (Non-Clinical), Support Services, Temporary Employment Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Employee Class Temporary Employment Percentage 100% Location San Francisco, CA Campus Parnassus Heights (SF) Work Style Fully On-Site Shift Days Shift Length 8 Hours