UCSF’s Department of Anesthesia is one of the largest departments in the School of Medicine at UCSF. The missions of the Department include research (basic and clinical), teaching, patient care and public service. The Department is organized across four sites. The Department of Anesthesia provides anesthesia service for UCSF’s four integrated facilities: Moffitt/Long Hospital (preop, inpatient and outpatient), Zuckerberg San Francisco General Hospital (inpatient and outpatient, including a very active trauma service), San Francisco Veterans Affairs Medical Center (inpatient and outpatient), UCSF/Mt. Zion Medical Center (inpatient and outpatient, including a chronic pain management clinic) and Benioff Children’s Hospital Oakland.

Authority and accountability for the Department rest with the Department Chairman who directs the site Chiefs of Service and mission-based Vice Chairs. The Department is comprised of 115 full-time faculty, 113 clinical without salary faculty, 22 non-faculty academic appointees, 96 ACGME trainees (including interns, residents and fellows), 22 postdoctoral research fellows and 160 staff personnel. The department’s annual budget is $100 million. The Department has ranked first in NIH funding in six of the last seven years.

Key Responsibilities:

• Provide high-level administrative and analyst support to multiple directors in the Department of Anesthesia and Perioperative Care.
• Serve as liaison to related service lines and departments.
• Maintain high-level confidential and sensitive documents and communications on behalf of the directors.
• Multi-task, organize, and prioritize daily schedule, meetings, and communication.
• Provide analytical support to the Director of Pediatric Cardiac Anesthesia with the development of documents.
• Strategically plan and execute calendaring and administration of high-level meetings.
• Take detailed meeting notes, prepare slide presentations and written meeting materials.
• Schedule and coordinate special events and meetings and streamline internal communications and workflows.

General Administrative and Operations:

• Support day-to-day operations of leadership team at UCSF Mission Bay Hospital.
• Coordinate and manage administrative projects, reevaluate current methods of business practice.
• Manage vendor accounts, establish and update administrative records, and provide summaries for areas supervised.
• Back-up support of the administrative functions.
• Ensure the eligibility of all expenses in accordance with the University's rules and regulations.
• Purchase supplies, catering, and equipment, and process expense report reimbursements.

Mentoring and Training MB and MZ Operation Assistants:

• Day-to-day operations for MB and Mt Zion, including monthly office supplies, collection of faculty times studies, water deliveries, coffee, mail, packages deliveries and distribution, catering, and iVisitor.
• Problem solving.

Administrative Support for Mission Bay Anesthesia:

• Conference room reservations, food orders, catering services, and security badge generation.
• Process expense report reimbursements and keep accounting of all expenses.

Other General Office Duties As Assigned:

• Act as requestor and special requestor in purchasing office and equipment supplies as needed.
• Update the Department's organizational chart, phone lists, emergency contact list, emergency action plan, and the UC Ready plan.
• Participate in departmental functions related to ongoing efficiency and improvements within the administrative work group.

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.

• Bachelor’s Degree in related area or an equivalent combination of 2-3 years education and experience.
• 2-3 years basic analytical administrative work experience.
• Ability to maintain professional demeanor while working under pressure of constantly changing deadlines and priorities; possess poise, diplomacy, discretion, initiative, resourcefulness, and a service orientation. Interact with faculty and staff at all levels in a fast-paced environment under consistent pressure with the ability to work well with others, accept direction, and provide excellent customer service.
• Demonstrated experience in analysis and planning with the ability to analyze and anticipate situations, define problems and objectives, recognize and develop alternatives, and formulate solutions.
• Must be a decisive problem solver that can adapt to fast pace changes with minimal supervision. Must have a demonstrated ability to work independently and in a team environment..
• Excellent organizational skills with special attention to detail. Must have demonstrated ability to multi-task and thoughtfully prioritize projects.
• Strong written and oral communication skills.
• Strong intermediate skills in the use of the Microsoft Office suite; Advanced MAC Proficiency; Excellent typing skills of at least 65 wpm.
• 2-3 years of demonstrated work experience as an executive assistant.
• Demonstrated customer service and interpersonal skills.
• Ability to multi-task under pressure of deadlines and conflicting priorities.
• Excellent skills in scheduling, calendaring, and communication.
• Demonstrated ability to work with confidential information and documents.
• Ability to work collaboratively within a team environment.
• Excellent demonstrated record of attendance, punctuality and reliability.
• Demonstrated excellent event planning/coordination of small (<20) and large (100+) events.

• Understanding of UCSF’s policies and procedures.
• Intermediate analytic & executive administrative support experience totaling 1-3 years in Health Care field.
• Working knowledge of Federal and State compliance guidelines (CMS & JCAHO) in a medical setting.
• Knowledge with online information tools such as Wiki pages, CRM (SalesForce), etc.
• Experience and knowledge of/with Medical Equipment, Programs and Software such as Electronic Health Records (EHR), Invision/LCR and ICIP.

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.

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.

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.

TEP

004263 ADMIN OFCR 2 CX

Administrative Support, Professional (Non-Clinical), Professional and Managerial, Support Services, Temporary Employment

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Temporary Employment

100%

20-Oct-2023

Mission Bay (SF)

Days

8 Hours