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 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.
The final salary and offer components are subject to additional approvals based on UC policy.
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 (https://tcs.ucop.edu/non-academic-titles)
Please note: 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
- 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
- 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
