Executive Assistant 3

About the Department

The Anatomy Department is a basic science department within the School of Medicine, performing scientific research, training, and teaching. It includes 15 faculty members with primary full-time appointments, 15 faculty with joint appointments, and about 150 postdoctoral fellows and students engaged in research covering cell biology, developmental biology, and neurosciences. Faculty laboratories are located at both the Parnassus Heights campus (focused on cancer biology) and the Mission Bay campus (focused on neurobiology). The administrative office is at Parnassus Heights.

The Bakar Aging Research Institute, housed within the Department of Anatomy, brings together scientists and clinicians from all UCSF campuses to address critical questions related to the Science of Aging. Members draw from multiple centers and departments, including the Memory and Aging Center, Hillblom Center for Biology of Aging, and Division of Geriatrics.

The Department of Microbiology and Immunology is another basic science department within the School of Medicine, focusing on infectious diseases, immunology, and cancer research. It includes 18 full-time faculty members and provides advanced research training to over 100 postdoctoral fellows and graduate students enrolled in the Herbert W. Boyer Program in Biological Sciences (PIBS) or the Biomedical Sciences (BMS) graduate programs.

The G.W. Hooper Research Foundation, an organized research unit within the Department of Microbiology and Immunology, conducts scientific research and training at Parnassus Heights. The Bakar ImmunoX Initiative and the Parker Institute (a collaboration with six leading cancer centers) are also affiliated with the department, aiming to advance immunology and cancer immunotherapy research.

About the Role

The Executive Assistant 3 (EA3) will provide high-level executive administrative support to the labs of professors serving as Department Chairs and/or Directors in the Department of Anatomy, the Department of Microbiology and Immunology, and the Hooper Foundation (an Organized Research Unit). The role also supports the Chief Administrative Officer (CAO) for these departments and units. Additionally, the EA3 will provide administrative support to 3-4 additional faculty members across these departments as assigned.

The incumbent will independently support the Chairs/Directors in all areas related to their responsibilities, independent research laboratories, and national/international programs, events, committees, and editorial boards.

Responsibilities

• Provide high-level executive administrative support to Department Chairs, Directors, and the Chief Administrative Officer (CAO) for the Department of Anatomy, Department of Microbiology and Immunology, and Hooper Foundation.
• Support 3-4 additional faculty members across the departments as assigned.
• Assist with administrative processes and office operations to ensure smooth functioning.
• Manage responsibilities related to the Chair’s roles, independent research laboratories, and participation in national/international programs, events, committees, and editorial boards.
• Demonstrate good judgment in selecting methods and techniques for obtaining solutions.

Qualifications

• Bachelor’s degree in a related area and/or equivalent experience/training.
• At least 3 years of experience in executive support or administrative operations.
• Previous experience with academic and staff recruitment and searches at UCSF or another academic institution.
• Familiarity with the organization’s processes, protocols, and procedures.
• Thorough knowledge of common organization-specific and other computer application programs, including Microsoft Excel, Outlook, Word, and Adobe Acrobat.

Skills

• Strong analytical and problem-solving skills.
• Political acumen and sensitivity to differing perspectives within all levels of the organization, including the Office of the President and external constituencies.
• Strong service orientation and communication skills, both verbal and written, for interacting with staff, faculty, alumni/donors, students, and external constituencies.
• Advising and counseling skills.
• Ability to multi-task within demanding timeframes.
• High-level discretion and ability to maintain confidentiality.
• Strong skills in problem identification.
• Demonstrated excellent attendance and reliability.

Preferred Qualifications

• Prior experience working with web-based systems (e.g., Peoplesoft, Advance, Peopleconnect, UC Path).
• Previous experience successfully creating and/or modifying processes.
• Knowledge of key individuals within the UC system and external agencies for accessing sensitive information.