Administrative Assistant

Overview

The Administrative Assistant provides critical administrative and analytical support to the Chair’s Office within the Department of Surgery at UCSF. This fast-paced role supports senior leadership including the Department Chair, Associate Chair of Finance and Administration, COO, and Chief of Staff. Responsibilities encompass managing complex administrative functions, academic and clinical correspondence, travel coordination, event planning, HR-related tasks, and communication with internal and external high-level stakeholders.

Key Duties

• Serve as a primary point of contact for scheduling and calendar management, including clinical and OR appointments for the Chair.
• Prepare and coordinate reports, departmental publications, presentations, and visual aids such as graphics, charts, and slides for meetings.
• Manage multi-site national and international travel arrangements ensuring compliance with various regulations, including visa and consulate liaison.
• Provide support with credentialing, privileging, compliance with Medical Staff policies, and assist with human resources activities.
• Coordinate timely verification of trainee credentials for various legal and institutional entities, drafting complex support letters for grants and fellowships.
• Oversee planning and execution of department-wide events, including budget management, vendor negotiations, marketing material creation, and on-site coordination.
• Assist with maintaining and updating the Department of Surgery website in collaboration with the web manager.
• Perform administrative tasks including handling correspondence, phone communications, booking meetings, and managing departmental distribution lists.

Qualifications

• Bachelor's degree in a related field plus at least one year of experience in administrative analysis or operations research, or an equivalent educational and experiential background.
• At least two years providing executive-level administrative support, preferably in a complex academic or medical environment.
• Strong analytical abilities combined with excellent oral and written communication skills demonstrating tact, diplomacy, and confidentiality.
• Proficiency with advanced computer tools including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), email, and database software.
• Experience coordinating complex domestic and international travel, as well as event planning.
• Demonstrated ability to work independently, prioritize tasks effectively, exercise sound judgment, meet deadlines, and maintain high attention to detail.
• Preferred: Minimum three years related administrative experience, general ledger and reimbursement reconciliation skills, and website development experience.

Additional Information

The Department of Surgery consists of nine divisions and collaborates with numerous local and regional hospitals and medical centers. The Chair’s Office interacts regularly with high-ranking personnel both within UCSF and external organizations, requiring discretion and professionalism. The role demands mature judgment to engage effectively with diverse groups including faculty, administrative staff, and trainees.

About UCSF

UCSF is a premier health sciences university committed to advancing global health through biomedical research, education, and patient care. It hosts multiple Nobel laureates and is dedicated exclusively to health sciences within the UC system. The institution values diversity and inclusion as central to its mission.