Executive Assistant
Job Summary For a senior leader (i.e. direct report to the President, Chancellor or Health System CEO), provides leadership and professional expertise for units at the highest levels of administration at the University. Develops and administers systems for managing information, projects and communications throughout unit; functions with a high degree of autonomy. Significant barriers to entry exist at this level (e.g., may require the approval of senior leadership).
The Executive Assistant (EA) role in the Office of the Dean at the UCSF School of Nursing is a high level administrative position whose primary function is to provide leadership and support for the Dean's portfolio of work and their professional priorities.
Working closely with the Dean's Chief of Staff, the EA serves as the Dean's gatekeeper and directs the daily administrative needs of the Dean with a high degree of autonomy and careful strategy. This includes complex calendaring and managing travel, expenses, correspondence, email, and workflow for the Dean.
Other responsibilities for the EA may include:
- Develop and administer systems for managing information and files for the Office
- Prepare written materials, talking points, or briefing materials for executives
- Provide administrative and calendar support to the Chief of Staff as needed
- Support projects and initiatives held within the Office
- Support the Dean in development activities and alumni relations functions
- Facilitate large meetings, and provide staffing for leadership and advisory councils
The EA will play a vital role in the successful operations of the Office of the Dean by:
- Understanding the requirements of the Dean and other executives in order to prioritize issues according to urgency and to allocate time accordingly
- Developing and executing the highest caliber of experience in interactions across the UC - including the UC Office of the President, campus, medical centers, school leadership, donors, alumni, faculty, staff, students, University officials, high level contacts at other universities and external agencies, and the public, responding to a wide variety of questions and issues, including those highly sensitive in nature.
- Combining strategic thinking with meticulous attention to detail, understanding the broader context of all tasks
- Working quickly, calmly, and efficiently in a fast-paced, dynamic environment, while proving sensitivity, confidentiality, and discretion at all times
- Being proactive, highly organized, and tactful, able to work both directly with the Dean and as a crucial team member among the support staff
This position will be based in the School of Nursing location on the UCSF Mission Bay campus and is a currently hybrid position, working on-site frequently per the Office's needs with some remote work. Remote work agreements are negotiated annually, subject to operational needs and School policies.
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 $112,500 - $167,300 (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 Department Description The mission of the UCSF School of Nursing is to educate diverse health leaders, conduct research, advance nursing and inter-professional practice, and provide public service with a focus on promoting health quality and equity. This staff position is a part of the Dean's Office, which provides strategic leadership and administrative oversight for the UCSF School of Nursing. The Dean's Office provides the essential operational structure and resources to support the School's academic, research and clinical efforts.
Within the larger Dean's Office, the Dean's direct support unit or "Office of the Dean" is a small, dynamic team whose focus is on the work that supports the Dean and their portfolio. The unit members are operationally minded, tactful, and diplomatic. Quick, thorough, efficient work is highly prized, as is thriving in ambiguity and nimble problem solving. The work of the support unit often has far-reaching impact on the School's strategic initiatives and mission.
We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
UCSF School of Nursing is committed to supporting our community of teachers, clinicians, staff, and learners from diverse backgrounds to be national and international leaders in research, education, clinical practice, administration, policy, and other emerging areas. We are committed to caring for our community and treating people with kindness, compassion, and dignity. https://nursing.ucsf.edu/office-diversity-inclusion-and-outreach Required Qualifications
- Bachelor's degree in related area and / or equivalent experience / training.
- Minimum of 5 years of related experience
- Intermediate to advanced knowledge of common organization-specific computer applications.
- Strong 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.
- Advanced service orientation.
- Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing.
- Advising and counseling skills.
- Ability to multi-task with demanding timeframes.
- Ability to use a high level of discretion and maintain all confidentiality.
- Small to mid-level project management skills.
Preferred Qualifications
- Master's degree in related area and / or equivalent experience / training.
- Advanced knowledge of the organization's processes, protocols and procedures.
- Knowledge of federal regulations such as FERPA.
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 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, disability, age or protected veteran status. For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/ppsm-20 For the University of California's Anti Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination Job Code and Payroll Title 007385 EXEC AST 4 Job Category Administrative Support, Professional (Non-Clinical) Bargaining Unit 99 - Policy-Covered (No Bargaining Unit) Location San Francisco, CA Additional Shift Details M-F 8a - 5p |
University of California - San Francisco Campus and Health
remote work
Mar 06, 2025