University of California , San Francisco
EXEC AST 3
University of California , San Francisco, San Francisco, CA, United States
Job Summary
The Executive Assistant (EA) provides day-to-day support for the UCSF Real Estate leadership team and works within a team of administrative staff to support the mission and goals of the department. The position requires coordination and collaboration with all levels of the University as well as external agencies in support of the UCSF mission. The ability to handle multiple responsibilities in an environment of shifting priorities requires flexibility, tact, and confidentiality. The duties of this position include: direct management of complex and shifting calendar and event activities; coordinating, researching and organizing meeting and event materials and logistics; establishing and overseeing systems and processes to manage communications, correspondence, and approvals according to UC policy; providing responsive and professional customer service; and working as part of a team to complete other duties as required to support the efficient running of the executive office.
The ideal candidate must be able to manage small projects on behalf of the executives that may be highly sensitive or complex in nature. Such projects require the incumbent to work with a high level of independence, initiative, and organization in order to execute and implement.
The ideal candidate will be customer service minded, organized, professional, and have the ability to work as a reliable and flexible member of a team handling multiple responsibilities in an environment of shifting priorities. In addition, a strong candidate will demonstrate autonomy and the initiative to learn policy, systems, processes, and culture to become a leader in providing the highest level of professional administrative expertise at the University.
Competencies for this role involve the ability to prioritize in a fast-paced environment, independently or within a team to analyze issues, work with minimal supervision, and be exceedingly well-organized, detailed, and flexible. Since the individual will interact with a wide range of audiences, diplomacy, professionalism, and tact are essential, together with excellent verbal and written communication skills. The incumbent must demonstrate good judgment in selecting methods and techniques for obtaining solutions. It is imperative that the incumbent strives to support the University's culture of PRIDE values (professionalism, respect, integrity, and excellence) and continuous improvement.
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.
The salary range for this position is $85,000/yr. - $105,000/yr. (Annual Rate).
To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
Required Qualifications
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.
Department Description
The organization of UCSF Real Estate is focused on the development, planning, delivery and management of physical space for UCSF. Key responsibilities include a unified approach to oversee the active UCSF growth planned on a multi-site campus and to manage the complex metropolitan environments affecting capital assets and projects and efforts to align municipal challenges with maximum effectiveness in support of the UCSF mission.
The department serves to provide the following services, which includes:
The combined UCSF campus and UCSF Health includes approximately 174 UCSF and contract personnel and oversight and responsibility for a $9.7B long-range capital development plan.
About UCSF
At UCSF Health, our mission of innovative patient care, advanced technology and pioneering research is redefining what's possible for the patients we serve - a promise we share with the professionals who make up our team.
Consistently ranked among the top 10 hospitals nationwide by U.S. News & World Report - UCSF Health is committed to providing the most rewarding work experience while delivering the best care available anywhere. In an environment that allows for continuous learning and opportunities for professional growth, UCSF Health offers the ideal atmosphere in which to best use your skills and talents.
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.
The Executive Assistant (EA) provides day-to-day support for the UCSF Real Estate leadership team and works within a team of administrative staff to support the mission and goals of the department. The position requires coordination and collaboration with all levels of the University as well as external agencies in support of the UCSF mission. The ability to handle multiple responsibilities in an environment of shifting priorities requires flexibility, tact, and confidentiality. The duties of this position include: direct management of complex and shifting calendar and event activities; coordinating, researching and organizing meeting and event materials and logistics; establishing and overseeing systems and processes to manage communications, correspondence, and approvals according to UC policy; providing responsive and professional customer service; and working as part of a team to complete other duties as required to support the efficient running of the executive office.
The ideal candidate must be able to manage small projects on behalf of the executives that may be highly sensitive or complex in nature. Such projects require the incumbent to work with a high level of independence, initiative, and organization in order to execute and implement.
The ideal candidate will be customer service minded, organized, professional, and have the ability to work as a reliable and flexible member of a team handling multiple responsibilities in an environment of shifting priorities. In addition, a strong candidate will demonstrate autonomy and the initiative to learn policy, systems, processes, and culture to become a leader in providing the highest level of professional administrative expertise at the University.
Competencies for this role involve the ability to prioritize in a fast-paced environment, independently or within a team to analyze issues, work with minimal supervision, and be exceedingly well-organized, detailed, and flexible. Since the individual will interact with a wide range of audiences, diplomacy, professionalism, and tact are essential, together with excellent verbal and written communication skills. The incumbent must demonstrate good judgment in selecting methods and techniques for obtaining solutions. It is imperative that the incumbent strives to support the University's culture of PRIDE values (professionalism, respect, integrity, and excellence) and continuous improvement.
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.
The salary range for this position is $85,000/yr. - $105,000/yr. (Annual Rate).
To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
Required Qualifications
- Bachelor's degree in related area and 3-5 years relevant experience and / or equivalent experience / training.
- Thorough knowledge of common organization-specific and other computer application programs.
- Solid analytical / problem-solving 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.
- Strong service orientation.
- Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
- Ability to multi-task with demanding timeframes.
- Ability to use high-level discretion and maintain a high level of confidentiality.
- Proficient in Microsoft Suite
- Knowledge of federal regulations such as FERPA.
- Knowledge of UCSF business systems, policies
- Familiarity with the organization's processes, protocols and procedures.
- Advising and counseling skills.
- Solid skills in problem identification.
- Small to Mid-level project management skills
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.
Department Description
The organization of UCSF Real Estate is focused on the development, planning, delivery and management of physical space for UCSF. Key responsibilities include a unified approach to oversee the active UCSF growth planned on a multi-site campus and to manage the complex metropolitan environments affecting capital assets and projects and efforts to align municipal challenges with maximum effectiveness in support of the UCSF mission.
The department serves to provide the following services, which includes:
- Building Permit Services: responsible for issuing, maintaining, and tracking permits for all construction, alterations, additions, repairs, and demolitions, along with inspecting all building projects to assure compliance with the UC & California Building Standards Code.
- Business Intelligence: provides integrated technological products and services in support of the UCSF Real Estate mission including Space Analytics, Geographic Information Systems (GIS), Project Management Information Systems (PMIS) and document management.
- Campus Planning: responsible for all UCSF Campus and Medical Center Physical Planning, Space and Capital Planning. Provides professional planning services that guide the physical development of the campus and assists in strategic development and improvements of buildings and space to support UCSF's mission of research, teaching, health care, and public service. The department maintains the Long-Range Development Plan (LRDP) for UCSF campus sites, develops land use plans, site and new facility evaluation, and conducts environmental analysis to comply with the California Environmental Quality Act (CEQA). Assess campus space needs and requirements, and annually updates the campus Capital Improvement Program that draws upon state, non-state, and campus discretionary resources to fund capital projects.
- Contracts Administration: a shared service in Real Estate that partners with Design & Construction, BCH-Oakland Design & Construction, Major Capital Projects, Campus Planning, and the Facilities Services departments to procure and contract Architectural, Engineering, and Construction services.
- Design & Construction manages the execution of the UCSF capital plan and provides project management services to those embarking on capital construction and real estate renovation projects for UCSF projects. Planners, designers, administrators, contractors, inspectors, and others work together to meet the needs of UCSF clients.
- Finance, Administrative and Operations Services provides financial, HR and administrative management and support services for all UCSF Real Estate functions
- Real Estate Services: overseas UCSF's real estate portfolio and structures and negotiates commercial real estate transactions for Campus and Medical Center real estate. This includes acquisition, disposition, development and provides asset management services for over one million square feet of leased office, laboratory, medical, clinic, and residential space.
The combined UCSF campus and UCSF Health includes approximately 174 UCSF and contract personnel and oversight and responsibility for a $9.7B long-range capital development plan.
About UCSF
At UCSF Health, our mission of innovative patient care, advanced technology and pioneering research is redefining what's possible for the patients we serve - a promise we share with the professionals who make up our team.
Consistently ranked among the top 10 hospitals nationwide by U.S. News & World Report - UCSF Health is committed to providing the most rewarding work experience while delivering the best care available anywhere. In an environment that allows for continuous learning and opportunities for professional growth, UCSF Health offers the ideal atmosphere in which to best use your skills and talents.
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.