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Administrative Assistant III at University of California - San Francisco

Posted in Other 30+ days ago.

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Type: Full Time
Location: San Francisco, California

Job Description:

The purpose of the Operations Admin job is to provide daily operational administrative support for the Department of Clinical Pharmacy and the School of Pharmacy Dean s office. This includes, but is not limited to entering SRS HR tickets for academic and staff personal actions such as academic searches, new hires, limited hires, contract hires, appointment extensions, and separations.

The Operations Admin will work with various campus and department personnel such as HR, IT, and Facilities. The individual provides general administrative support such as support for the front office, setting up meetings, and administrative assistance for the MSO and Sr. Operations Manager. The individual will assist in the Dean s office with supporting any HR needs and general administrative needs. The individual will provide basic accounting support such as purchasing, reconciliation; check requests, expense reimbursements, and petty cash requests. The Operations Admin will coordinate Program and department meetings and events involving catering, a/v set up, communications, working with vendors, and room reservations.

The individual must possess competencies in taking the initiative, ownership; maintain confidentiality, professionalism while carrying out the responsibilities of the position. Physical aspects of this position involves lifting, pulling, bending, crawling and kneeling for events and meeting set up as well as moving equipment around.

Campus Work Location: Laurel Heights and Parnassus, and on some occasions other local UC locations such as Zuckerberg San Francisco General Hospital (ZSFGH).

We are an organization of people clinical pharmacists, researchers, administrators, scholars and staff all focused always on ensuring patients benefit from the safe and effective use of medicines to treat, prevent, and cure disease. To do this, we care for patients, teach tomorrow s pharmacists, mentor those who have already earned degrees, serve the public, and study questions that involve everything from how to eliminate medication errors in hospitals to the influence of industry on the outcome of research results.

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.\\",\\"

Required Qualifications: High school graduation and four years of related administrative experience; or an equivalent combination of education and experience
Two years of administrative support experience in using multiple calendars, scheduling medium to complex meetings, small to medium event coordination
Intermediate level in Microsoft Office 2010, Word and Excel: ability to create and edit, create and edit TOC, create and edit headers and footers, change fonts, template format, adjust columns and rows, use various outline formats, create drop down lists, use filters, use track change feature, format for print ready , ability to use sum/subtract formulas, and organize data logically and consistently
Intermediate level in Microsoft Outlook: ability to manage multiple email accounts, ability to manage multiple calendars, set up meetings with various people and apply scheduling best practices
Basic level computer technology knowledge: understand how network shared folders are located and how they are used. Understand the difference between local drive and network shared drives. Understanding how permissions are set for personal pdrives and network shared folders
Experience with reconciliation of accounts, vendor management through purchase orders, accounts monitoring and reporting
Experience managing spreadsheets that include complete, accurate, consistent and well organized data
Professional knowledge of basic accounting principles
Comprehension, critical thinking, and active listening competency: ability to gather information, process, and analyze to reassemble information in organized manner in written and verbal form. Engaging with colleagues to understand their processes and how their role links to other processes
Quality of work competency: maintains high standards of work, able to recognize and correct errors, regularly produces complete, accurate and timely professional work
Excellent customer service skills; the ability to provide a friendly and welcoming presence and to anticipate and assist others
Ability to work independently as well as part of a team
Effective verbal and written communication
Proven organizational skills and ability to meet deadlines
Demonstrated history of excellent attendance and reliability
High degree of initiative, flexibility, and responsibility to complete assignments
Demonstrated attention to detail

Preferred Qualifications: BA/BS degree and two years of related administrative experience or an equivalent combination of education and experience
HR Service Request System (SRS)
IT Service Now
Facilities Maximo System
Wiki Confluence
Google Docs
Prior experience using UCSF systems (i.e. MyReport, PeopleSoft, BearBuy, MyExpense)
Proficiency using PeopleSoft Journal Preparer
Experience as a UCSF Petty Cash Handler
Experience in a laboratory or academic setting

License/Certification: n/a

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.