UCSF Health, AG
Executive Assistant
UCSF Health, AG, San Francisco, California, United States, 94199
Design and ConstructionFull Time80529BRJob 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 $78,700 - $123,300 (Annual Rate).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: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.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.Finance, Administrative and Operations Services provides financial, HR and administrative management and support services for all UCSF Real Estate functions.Real Estate Services: oversees UCSF’s real estate portfolio and structures and negotiates commercial real estate transactions for Campus and Medical Center real estate.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.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.Preferred Qualifications
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.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.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.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.Organization
HealthJob Code and Payroll Title
007384 EXEC AST 3Job Category
Administrative Support, Professional (Non-Clinical), Professional and Managerial, Real Estate ServicesBargaining Unit
99 - Policy-Covered (No Bargaining Unit)Employee Class
CareerPercentage
100%Location
Flexible (combination of onsite and remote work), Minnesota Street (SF)Shift
DaysShift Length
8 HoursAdditional Shift Details
M-F 8am – 5pm
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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 $78,700 - $123,300 (Annual Rate).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: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.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.Finance, Administrative and Operations Services provides financial, HR and administrative management and support services for all UCSF Real Estate functions.Real Estate Services: oversees UCSF’s real estate portfolio and structures and negotiates commercial real estate transactions for Campus and Medical Center real estate.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.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.Preferred Qualifications
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.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.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.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.Organization
HealthJob Code and Payroll Title
007384 EXEC AST 3Job Category
Administrative Support, Professional (Non-Clinical), Professional and Managerial, Real Estate ServicesBargaining Unit
99 - Policy-Covered (No Bargaining Unit)Employee Class
CareerPercentage
100%Location
Flexible (combination of onsite and remote work), Minnesota Street (SF)Shift
DaysShift Length
8 HoursAdditional Shift Details
M-F 8am – 5pm
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