University of California - San Francisco
Administrative Coordinator & Executive Assistant
University of California - San Francisco, San Francisco, California, United States, 94199
Administrative Coordinator & Executive Assistant
Division of Palliative Medicine – Department of Medicine
Full Time | 86543BR
Job Summary The position is responsible for providing overall administrative coordination of day‑to‑day operational and administrative activities for and across the Division of Palliative Medicine and executive assistance to the Division Chief in support of the mission and goals of the Division. Key responsibilities include serving as a central point of contact for Division faculty and staff on operational and administrative matters: submitting IT/facilities tickets and work orders, ordering and tracking supplies and inventory, submitting purchase orders and expense reports, supporting finance and HR tasks such as tracking invoices/payments, check deposits, cost transfers, financial reconciliation, onboarding new hires, creating surveys, generating reports, and analyzing data; contributing to Division and team meetings; creating meeting agendas and minutes; and supporting special projects that enhance the success of the Division or improve employee engagement and experience. The Administrative Coordinator also provides administrative support to the entire interdisciplinary team of the inpatient consult service, manages all aspects of Division meetings and special events, directly manages the Division Chief’s complex and shifting calendar, and may be involved in program‑specific projects led by faculty or program directors in research, clinical operations, and education. The Coordinator may also support Division communications and marketing tasks such as social media, Wiki, and website updates. The ideal candidate is customer‑service‑minded, organized, professional, and reliable, able to work flexibly with multiple responsibilities in a shifting‑priority environment. Demonstrated autonomy, initiative, and the ability to learn policy, systems, and processes are required. The Coordinator will handle highly sensitive or complex projects, requiring independence, organization, and flexibility, with diplomacy, professionalism, tact, and excellent verbal and written communication skills. The candidate must exercise excellent judgment in selecting methods for problem‑solving.
The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on work experience and internal equity. The salary range for this position is $29.05 – $53.50 hourly. For more information about compensation, visit https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html.
Department Description The Department of Medicine (DOM) is the largest department in the School of Medicine, with more than 800 full‑time faculty. The mission includes research, teaching, patient care, and public service. The DOM has a decentralized structure across four locations and approximately 38 divisions, consistently ranking among the top four departments of medicine nationally. Authority rests with the Department Chair, with Vice Chairs and Chiefs at other sites. The Division of Palliative Medicine, launched in 2018, aims to make palliative care routine at UCSF Health, providing high‑quality care for patients and families. Faculty and staff are nationally and internationally recognized leaders in innovation, education, research, and training. The Division has financial and administrative relationships with the DOM and UCSF Health, operating five clinical services across inpatient and outpatient settings at multiple campuses.
Required Qualifications
Bachelor's degree in a related area and/or equivalent experience or training.
Minimum 1+ years of directly relevant experience.
Ability to use sound judgment in responding to issues and concerns.
Solid communication and interpersonal skills for all levels of staff, both verbally and in writing.
Solid organizational skills and ability to multitask with demanding timeframes.
Working knowledge of common organization‑specific and other computer application programs.
Ability to use discretion and maintain confidentiality.
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, and excellence in patient care. It is the only campus in the UC system dedicated exclusively to health sciences. UCSF brings together world leaders in every area of health. It is home to five Nobel laureates who have advanced understanding of cancer, neurodegenerative diseases, aging, and stem cells.
Pride Values UCSF is a diverse community of individuals with varied skills and talents. We seek candidates whose experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity, and excellence—our PRIDE values. In addition to PRIDE, UCSF is committed to equity in care delivery and workforce. We strive to build a diverse community, nurture a welcoming culture, and engage diverse ideas for culturally competent education, discovery, and patient care. Additional information is available at diversity.ucsf.edu. Join us for a rewarding career that contributes 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.
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Full Time | 86543BR
Job Summary The position is responsible for providing overall administrative coordination of day‑to‑day operational and administrative activities for and across the Division of Palliative Medicine and executive assistance to the Division Chief in support of the mission and goals of the Division. Key responsibilities include serving as a central point of contact for Division faculty and staff on operational and administrative matters: submitting IT/facilities tickets and work orders, ordering and tracking supplies and inventory, submitting purchase orders and expense reports, supporting finance and HR tasks such as tracking invoices/payments, check deposits, cost transfers, financial reconciliation, onboarding new hires, creating surveys, generating reports, and analyzing data; contributing to Division and team meetings; creating meeting agendas and minutes; and supporting special projects that enhance the success of the Division or improve employee engagement and experience. The Administrative Coordinator also provides administrative support to the entire interdisciplinary team of the inpatient consult service, manages all aspects of Division meetings and special events, directly manages the Division Chief’s complex and shifting calendar, and may be involved in program‑specific projects led by faculty or program directors in research, clinical operations, and education. The Coordinator may also support Division communications and marketing tasks such as social media, Wiki, and website updates. The ideal candidate is customer‑service‑minded, organized, professional, and reliable, able to work flexibly with multiple responsibilities in a shifting‑priority environment. Demonstrated autonomy, initiative, and the ability to learn policy, systems, and processes are required. The Coordinator will handle highly sensitive or complex projects, requiring independence, organization, and flexibility, with diplomacy, professionalism, tact, and excellent verbal and written communication skills. The candidate must exercise excellent judgment in selecting methods for problem‑solving.
The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on work experience and internal equity. The salary range for this position is $29.05 – $53.50 hourly. For more information about compensation, visit https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html.
Department Description The Department of Medicine (DOM) is the largest department in the School of Medicine, with more than 800 full‑time faculty. The mission includes research, teaching, patient care, and public service. The DOM has a decentralized structure across four locations and approximately 38 divisions, consistently ranking among the top four departments of medicine nationally. Authority rests with the Department Chair, with Vice Chairs and Chiefs at other sites. The Division of Palliative Medicine, launched in 2018, aims to make palliative care routine at UCSF Health, providing high‑quality care for patients and families. Faculty and staff are nationally and internationally recognized leaders in innovation, education, research, and training. The Division has financial and administrative relationships with the DOM and UCSF Health, operating five clinical services across inpatient and outpatient settings at multiple campuses.
Required Qualifications
Bachelor's degree in a related area and/or equivalent experience or training.
Minimum 1+ years of directly relevant experience.
Ability to use sound judgment in responding to issues and concerns.
Solid communication and interpersonal skills for all levels of staff, both verbally and in writing.
Solid organizational skills and ability to multitask with demanding timeframes.
Working knowledge of common organization‑specific and other computer application programs.
Ability to use discretion and maintain confidentiality.
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, and excellence in patient care. It is the only campus in the UC system dedicated exclusively to health sciences. UCSF brings together world leaders in every area of health. It is home to five Nobel laureates who have advanced understanding of cancer, neurodegenerative diseases, aging, and stem cells.
Pride Values UCSF is a diverse community of individuals with varied skills and talents. We seek candidates whose experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity, and excellence—our PRIDE values. In addition to PRIDE, UCSF is committed to equity in care delivery and workforce. We strive to build a diverse community, nurture a welcoming culture, and engage diverse ideas for culturally competent education, discovery, and patient care. Additional information is available at diversity.ucsf.edu. Join us for a rewarding career that contributes 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.
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