Faculty Administrative Assistant
Job Summary
Duration: through approximately June 30, 2026.
This position will provide assistance to research faculty in the department of laboratory medicine in order to enhance the job experience of faculty by decreasing their administrative responsibilities and allowing them to devote a greater portion of their efforts to scientific research, writing of papers, writing of grants, and mentoring of trainees.
Key Responsibilities
- Assist with reimbursements through MyExpense; addressing e-mails assigned for review and response by PIs (under PIs' guidance); updating electronic information at University websites (e.g. Advance including CV/Biosketch, Conflict of Interest Disclosures, Reporting of Outside Income); updating of Other Support documents for grant agencies; assistance with scheduling (e.g. Electronic Calendars); noting additional administrative activities that could be of assistance to PIs, bringing these activities to the attention of the PIs, and performing such additional activities if requested by PIs; assisting PIs with special administrative projects when such projects arise.
- Conference planning, including developing schedules under guidance of PIs as well as interfacing with speakers, publishers, providers of housing and other outside organizations; assisting investigators in responding to University requests and keeping track of responses (e.g. space list, equipment list); tracking grant submissions, reviews, and progress reports and aiding PIs in planning work to meet grant deadlines; assisting PIs with scheduling mentoring meetings, informal teaching and formal teaching.
- Assist with job postings, assisting in tracking PI review of applicants, assisting PI in Onboarding personnel including providing guidance to new personnel regarding the Learning Management System activities they are required to do and additional laboratory specific trainings as requested by the PIs, tracking annual reappointments and performance evaluations and aiding PIs in planning work to meet deadlines for these activities.
- Place purchase orders when so requested by PI, follow up on problematic purchase orders, unresolved liens, and related order issues when so requested by PI.
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.
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 UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions. Required Qualifications * High school degree and 1 year of admin office and related accounting work, administrative experience or
an equivalent combination of education and experience
* Must be able to utilize Microsoft programs Word, EXCEL and Outlook for the fulfillment of job
responsibilities.
* Must possess the ability to prioritize to meet deadlines
* Well organized & detailed oriented, must be able to set priorities.
* Must be flexible as to assignments, and able to change plans when requested.
* Must be able to communicate verbally, in writing and over the telephone and be able to provide
professional and courteous administrative support.
* Must be able to rapidly assimilate new information.
* Must be able to manage and prioritize work assignments provided my multiple individuals.
* Must be able to work effectively when working as a single individual on a task.
* Must be able to work effectively when working on tasks as a member of a team.
* Must demonstrates consistent professional behavior, including but not limited respect for colleagues and
coworkers as well as integrity. Preferred Qualifications * Proficiency in Microsoft Outlook, Word and EXCEL
* Proficiency in review budget reports. 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 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. Job Code and Payroll Title 004722 BLANK AST 3 Job Category Administrative Support, Temporary Employment Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Employee Class Temporary Employment Location San Francisco, CA Campus Parnassus Heights (SF) |
University of California - San Francisco Campus and Health
Sep 13, 2025