Job details

Vice Dean’s Office Administrator

Reporting to the Director of Administration, the Vice Dean’s Office Administrator is a key member of the administrative team who provides project and communication support within the Vice Dean’s Office. The position is an integral part of the Vice Dean’s Office Executive Administrative Team. The role would include, but not limited to, providing customer support and evaluating in-person questions, writing correspondences, and responding to phone calls for the Vice Dean’s office to route as appropriate. Routes and research-related information between Vice Dean’s Office and UCSF Clinical Departments located at ZSFG. Directs inquiries from callers and visitors, including high-level University officials and external individuals such as donors, potential donors, and government officials.

The incumbent will coordinate the implementation planning and improvement work of key Vice Dean's Office projects. They will also assist in managing communication flow with a wide variety of constituents including UCSF and ZSFG departments and the San Francisco Department of Public Health. Additionally, the incumbent will create and coordinate updates for university/hospital initiatives materials, presentation materials, website and WikiPage content, draft newsletters to the broad UCSF at ZSFG community. They will facilitate communication and information-sharing to support over 1200 UCSF and other trainees (residents, fellows and medical students) at ZSFG via departmental administrators for annual onboarding and ongoing operations at ZSFG.

In this capacity, the incumbent is privy to management positions regarding confidential issues as the key duties routinely involve access to information that contributes significantly to the development of such management positions. The incumbent exercises confidentiality in interactions with ZSFG Executive Administration, the Chancellor’s Office, Dean’s Offices, UCSF Health Leadership, UCSF Real Estate, ZSFG Chiefs of Service and all levels of campus administrators. The accuracy of work completed by this position directly impacts the department as well as subordinate departments.
Additionally, the Vice Dean’s Office Administrator has responsibility for directly supervising the Administrative Assistant position, providing administrative supervision for the Executive Assistant position as well as other responsibilities as assigned.

To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (ucop.edu)

Please note: The compensation ranges listed online for roles not covered by a bargaining unit agreement are very wide, however a job offer will typically fall in the range of 80% - 120% of the established mid-point. An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.

For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.

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

This position is located in the immediate office of the School of Medicine Vice Dean’s Office at Zuckerberg San Francisco General (ZSFG). The Vice Dean’s Office at Zuckerberg San Francisco General Hospital Trauma Center provides support to the 19 UCSF Departments, approximately 2,500 UCSF personnel, and 1200 Residents, Fellows and Medical Students located at ZSFG.

Required Qualifications

Bachelor's degree in related area and / or equivalent experience / training
Minimum of 3 years of experience working in an academic or healthcare administrative setting
The ability to prioritize effectively to meet deadlines, to act independently and work effectively in a complex, multi-task and challenging environment.
Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills as well as a demonstrated ability to communicate in a professional manner
Ability to develop and maintain cooperative working relationships with professional and administrative staff as well as outside agencies
Demonstrated ability to function and participate effectively as part of a collaborative team
Demonstrated excellent attendance and punctuality
Solid knowledge of common University-specific computer application programs. Proficient at Access database, Word, Outlook, and other Microsoft Office Suite software
Ability to use discretion and maintain confidentiality
Strong skills in short-term planning, analysis, problem-solving, and customer service.
Self-starter who can work with a team and independently

Preferred Qualifications

Master’s degree with a concentration in Communication Strategy
Excellent Drupal skills, as well as a strong organization and design esthetic with a sense of understanding of how information should be presented to a wide range of readers
Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees
Strong project management skills. Demonstrated skills in providing full operational, coordination and project support

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, age, protected veteran or disabled status, or genetic information.

Organization

Campus

Job Code and Payroll Title

007377 ADMIN OFCR 3

Job Category

Professional (Non-Clinical)

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Employee Class

Career

Percentage

100%