Executive Assistant

Employment Duration: 3 months (w/ potential for extension)

UCSF Health is seeking an experienced Executive Assistant to provide high-level administrative, operational, financial, and project support across key UCSF Health service lines, including Children’s Nursing, Perioperative Services, Emergency Services, and Benioff Children’s Hospital.

This is a highly visible role for an organized, analytical and service-oriented professional who can independently manage complex priorities, support senior leaders, coordinate cross-functional projects, and translate data and operational needs into effective solutions.

The successful candidate will be comfortable working in a fast-paced healthcare environment, exercising sound judgment, handling confidential information, and partnering with leaders, faculty, staff and stakeholders across the organization. The position operates with a high degree of autonomy and supports initiatives with broad departmental and health-system impact.

Key Responsibilities:

Administrative Operations & Leadership Support

• Provide comprehensive administrative, operational, project and program support to department and service-line leaders.
• Coordinate complex priorities, timelines, meetings, communications and deliverables across multiple initiatives.
• Support short- and long-term planning and help leaders identify and resolve operational issues.
• Represent departments and leadership in interactions with internal and external stakeholders.

Project Management & Operational Improvement

• Coordinate and oversee projects and initiatives, including project timelines, resources, deliverables and stakeholder communication.
• Support initiatives involving patient safety, continuous improvement, accreditation, design and construction, and other strategic priorities.
• Develop and maintain databases, reports and information resources used to support operational decision-making.
• Analyze complex issues, identify solutions and manage competing priorities in a fast-paced environment.

Financial & Business Operations

• Perform budget, financial and cost analysis and prepare financial reports.
• Monitor project and funding resources and support recharge and payment administration.
• Manage vendor and purchase requisitions and payment processes.
• Gather, analyze and summarize information to support operational and financial decisions.

Human Resources & Workforce Support

• Coordinate and support human resources activities including talent acquisition, onboarding, training, payroll, position control, employee requisitions and management actions.
• Prepare and analyze HR reports and serve as a resource to leaders and support staff regarding HR policies and procedures.
• Maintain confidentiality and exercise discretion when handling sensitive personnel information.

Events, Communications & Department Operations

• Lead and coordinate special events and recognition activities across UCSF Health locations.
• Draft and coordinate communications, correspondence and other materials for leaders and organizational stakeholders.
• Support facilities, equipment, IT, contracts and other operational needs.
• Serve as a department safety coordinator and participate in committees and other organizational initiatives.

N/A

Required Qualifications:

• 1 - 3 years of experience providing executive-level or high-level administrative support.
• Excellent verbal and written communication skills.
• Strong organizational skills and demonstrated ability to manage multiple priorities and demanding timelines.
• Ability to collaborate effectively with a wide range of stakeholders.
• Experience using common university, enterprise or business computer applications.
• Strong attention to detail and follow-through.
• Ability to exercise sound judgment and maintain confidentiality.

Preferred Qualifications:

• Bachelor's degree in a related field and/or equivalent experience/training.
• Project management experience.
• Experience managing financial data, spreadsheets and reporting systems.
• Experience with administrative operations such as accounting, payroll, event planning, risk management, contracts and grants, or organizational communications.
• Knowledge of financial analysis and reporting techniques.
• Knowledge of human resources policies and procedures.