Executive Assistant
University of California San Francisco - San Francisco, CA

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Division of Hospital Medicine
The Division of Hospital Medicine (DHM) is a national leader in clinical care, education, and research. Hospitalists care for inpatients on the general medicine service at UCSF Medical Center and Mt. Zion Medical Service, as well as on the general medical consult service, palliative care service, neurosurgery co-management service, oncology hospitalist service, congestive heart failure hospitalist service, and procedure service. In addition to their clinical work, the DHM focuses on excellence in teaching, research, and quality improvement.

Job Overview
This position would serve as the Executive assistant for the Associate Chair of Quality and Safety and several DHM physicians located on the Parnassus campus. This position will require executive administrative and programmatic support such as advanced calendaring, manage basic budgets, maintain budget and expense logs, serve as the liaison for all Quality and Safety related educational and research courses, and working with other leadership within the campus and Medical Center to coordinate meetings and organize events. This includes coordination support for multiple projects led by various functional directors within DHM as well as other tasks related to their role.

In addition, the Executive Assistant will participate in a number of quality improvement initiatives as part of the Department’s Quality & Safety Program team, which will include collecting data, preparing summary reports, and working with a large number of staff in different clinical settings. Finally, the individual will also manage two large yearlong programs, the Department of Medicine’s Quality & Safety Innovation Challenge and the UCSF Hospitalist Mini-College. The former is a longitudinal program that culminates in an annual symposium attended by 75-125 individuals and 40-60 poster presentations. The latter is a CME course that requires yearlong program management, including working with the CME office, handling individual registrants who require special credentialing to participate, and financial management. The candidate will also perform other related duties.

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.

Required Qualifications
• BA/BS with a major in a related field and one year of experience in administrative analysis or operations research; or an equivalent combination of education and experience
• Experience providing administrative support to at least eight people simultaneously
• Experience managing at least four individual calendars at the same time
• One-two years bookkeeping or related accounting experience
• Prior experience in an academic environment
• One to two years of experience reporting to a high level position in higher education, academic setting or company
• Prior work experience handling confidential information with discretion and tact
• Excellent customer service to work with various faculty and staff in different levels and different departments
• Knowledge of Microsoft Outlook, Excel, Access, Word, PowerPoint
• Attention to detail
• Ability to work with faculty on high-level, time-sensitive, and detail-oriented projects
• Ability to multitask and prioritize well
• Ability to use multiple resources to resolve question/problem at hand
• Excellent organizational, communication, interpersonal, and customer service skills
• Proven record of reliability and attendance
• Ability to work independently and as a team member
• Demonstrated ability to work effectively under pressure of competing priorities
• Demonstrated ability to manage complex scheduling
• Excellent organizational skills
• Demonstrated ability to collaborate with multidisciplinary teams and function as liaison with outside University entities
Physical Demands: requires sitting, standing, walking, squatting, bending, waist twisting, kneeling, climbing stairs, reaching up to shoulder height, lifting/carrying/pushing/pulling up to 20 lbs., fine finger manipulation, gross manipulation, repetitive hand/arm use, ability to differentiate color.
Preferred Qualifications
• Experience interacting with patients
• Experience with business and information systems
• Prior experience with UC systems (Weblinks, PeopleSoft, P2P, Proposal Express, RAS, Cayuse, NIH eRA Commons, and NCIRE ledger reporting system)
• Knowledge of medical terminology

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