The Administrative Assistant provides direct administrative support to several faculty in the Center of Colorectal Surgery Academic Office in the Division of Surgical Oncology. The AA will coordinate all academic activities of faculty and/or administrative personnel designated to them by the division. The position requires coordination of activities for multiple providers and/or designees. Activities will include screening phone calls, xeroxing, faxing and mailing, maintaining filing system, calendaring of appointments, typing and editing. Other duties will include submitting reimbursements and purchase orders, working with faculty to update the call schedule on a quarterly basis, submitting IT requests as they arise, coordinating travel and meetings and reconciling phone, data, computer, and pager expenses for two accounts on a monthly basis.

About UCSF

% of time	Essential Function (Yes/No)	Key Responsibilities (To be completed by Supervisor)
55	Yes	Office Administration Duties: Maintains academic calendars for several assigned surgeons Types and edits a wide variety of handwritten and dictated documents using Microsoft Word for Windows Maintains and organizes an academic filing system whereby manuscripts, correspondence, professional organizations, and other documents and records can be easily retrieved, including medical licensure and hospital privileges and CME credits. Opens and prioritizes mail and independently generates responses to incoming mail and correspondence Receives and screens phone messages, taking complete and accurate information All other ancillary office responsibilities including Xeroxing, faxing, pick up/deliveries, Federal Express mail, arrange for meetings rooms and refreshments
30	Yes	Purchasing and Reimbursement Duties: Enters reimbursements requests in MyExpense for membership dues, travel and registration, and other expense items Accurately places all purchase orders through BearBuy for the academic office supplies and catering in a timely manner Obtains necessary approvals for the Division for purchases and payments Confirms delivery of orders placed Troubleshoots various problems with vendors as needed
15	Yes	Other Duties: On a monthly basis and with oversight from the accounting analyst, reviews general legers, pulls the transaction details for computer, data, phones, and pagers for two accounts using MyReports and ITS recharge system and helps correct occasional discrepancies by submitting IT tickets Works with six faculty members to coordinate schedules and track holidays and weekend coverages. Inputs finalized call schedule in AmIon and distributes where needed Coordinates necessary travel arrangements including preparation and submission of travel requests and itinerary, conference/meeting paperwork, and working with faculty member to coordinate clinical care coverage during leave. Makes room and catering reservations, coordinates arrangements for on and offsite meetings and conferences Other central divisional tasks as assigned by the Operations Manager
100%		(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Required Qualifications:

High school graduation (or GED)
Four (4) years of related administrative experience; or an equivalent combination of education and experience
Experience in calendaring and scheduling for multiple faculty using MS Outlook
Experience preparing and maintaining graphic presentations using PowerPoint
Demonstrated experience preparing and processing financial and other types of documents including purchase orders. reimbursements. travel requests. and reconciling invoices
Ability to maintain tracking system for reimbursement and purchases
Demonstrated experience in drafting, editing, and proofreading correspondence
Demonstrated excellent organizational, prioritizing, and detail orientation
Ability to manage multiple tasks simultaneously, meet competing deadlines, and be resourceful
Ability to follow through and complete verbal and written protocols and or directions
Ability to be professional to effectively work with individuals at all level; ability to demonstrate a high degree of confidentiality and discretion; and demonstrate flexibility with the ability lo work with diverse personalities
Reliable and demonstrate good attendance

Preferred Qualifications:

BA/BS degree
Experience coordinating and preparing research grant applications and renewals (NIH, Intramural and Extramural agencies)
Experience monitoring post-award contract and grant activity
Knowledge of UC policies and procedures

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 here.

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.

Salary Information

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

Administrative Assistant

Job Description

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