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Administrative Assistant III at University of California - San Francisco

Posted in Other 7 days ago.

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Type: Full Time
Location: San Francisco, California

Job Description:

JOB OVERVIEW
The Administrative Assistant III (AA III) will provide administrative assistance to the Division of General Internal Medicine (DGIM) Academic Office. The responsibilities will include but are not limited to the followings: provide general office coordination to maintain smooth operations of the site; purchase supplies and prepare purchase requisition via BearBuy; prepare invoices for billing, process deposits for ACH wire transfer or checks; processing MSP moonlighter s timesheets; provide administrative support to the Assistant Division Administrator and Division Manager for special projects.

The AA III will also provide direct administrative support to an assigned cohort of faculty including DGIM faculty within Women s Health clinic, Primary Care clinic, and Executive Health. Responsibilities may include but not limited to the following: conduct article and publication searches; prepare financial and other administrative forms; draft and send correspondences; and edit/upload faculty CV onto Advance.

In addition to the responsibilities above, the AA III will serve as the coordinator to manage the Division s Clinical Study Review process. The individual will serve as the liaison between the Clinical Study Review Committee and clinical researchers; manage the study requests; and collect and maintain the required documentation for the study.

MEDICINE / DIVISION OF GENERAL INTERNAL MEDICINE
The Division of General Internal Medicine (DGIM) has a wide range of clinical, research, and teaching responsibilities. DGIM s mission is to provide high quality and accessible clinical care, medical teaching to physicians in training, and to conduct cutting-edge research in the aspects of health outcomes related to socioeconomic and ethnic factors. The Division has over 65 faculty and more than five independent research groups.

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.\\",\\"

Required Qualifications: High school graduation and four years of related administrative experience; or an equivalent combination of education and experience
Demonstrated proficiency in using computer systems, software programs such as Microsoft Office especially Outlook, Excel and Acrobat Adobe
Prior experience in troubleshooting IT/computer and telephone problems
Prior experience in editing papers and has excellent communication written, verbal and interpersonal. (Please note: A comprehensive exam may be given at the end of the first interview
Prior experience with standard accounting system and demonstrated basic math skills and consistent accuracy of detail (alpha and numeric)
Prior experience as a coordinator or scheduler
Prior experience in taking meeting minutes
Prior experience in working with academic administrative policies and procedures
Prior experience in working on projects to meet tight deadlines and last minutes requests efficiently and accurately
Prior experience in handling confidential information with tact and discretion; ability to exercise good judgment, identify problems, and seek appropriate resolutions
Demonstrated commitment to projects and ability to take initiative and follow through on projects
Demonstrated strong interpersonal skills and diplomacy and ability to interact with members from various levels of an organization
Demonstrated strong administrative and organizational skills
Agile learner with demonstrated ability to manage several projects simultaneously (multitasking), respond rapidly to conflicting priorities, and handle tasks with high degree of accuracy

Preferred Qualifications: Bachelor s degree or equivalent combination of both education and administrative experience
Prior experience of UCSF systems (i.e. WebLinks, SRS, PeopleSoft, BearBuy, MyExpense and Advance) and administration
Prior experience working with clinical providers and staff
Knowledge of UCSF Cost Accounting Standard and general accounting policies
Prior experience using Endnote
Prior experience with carrying out research from internet sources and Melvyl/PubMed literature searches

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.