The administrative associate (AA) independently provides administrative support for the Zuckerberg San Francisco General Hospital (ZSFG) division of the UCSF Department of Obstetrics, Gynecology, and Reproductive Sciences. They handle a variety of ongoing administrative operational issues of moderate scope, including analyzing and resolving both short-term and long-term operational problems.
This position will spend 50% time as the logistics coordinator for the division's medical education programs including the residency program (40 residents), medical student clerkships (~50 third and fourth-year medical students), and fellowships (2 complex family fellows plus fellows from 3-4 other Ob-Gyn divisions). In this role, they will handle all ZSFG-based administrative tasks associated with onboarding, onsite support, and offboarding for trainees. This includes but is not limited to obtaining badges, parking passes, scrubs, and meal cards; ensuring all training and compliance requirements are met including those associated with EPIC; and responding to trainee questions in real time.
During the other 50% time, the AA will manage general administrative issues for the division including but not limited to mail/packages/deliveries; IT and capital equipment inventories; various facilities and space management functions; accounts payable, accounts receivable, and purchasing functions; event planning; administrative support for clinical faculty such as scheduling complex meetings and making travel arrangements; and other onsite support such as backup reception and emergency floor warden duties.
This position is on-site at San Francisco General Hospital four days per week with the possibility of working remotely one day per week per week depending on business needs. The AA reports to the division's Assistant Director of Administration and works closely with the division's medical education coordinator and medical education program directors.
Required qualifications:
Bachelor''s degree in any area and/or equivalent
3+ years of proven experience in general administrative support in a professional environment
Strong proficiency with standard UCSF office software including MS Word, Excel, and Outlook and ability to learn other software programs quickly as needed.
Exceptional scheduling/calendaring skills.
Demonstrated superior attention to detail.
Demonstrated exceptional skills in organizing work, prioritizing tasks, multitasking, and meeting deadlines.
Ability to use sound judgment in responding to issues and working independently.
Excellent communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
Proven trustworthiness with regard to confidential and sensitive information.
Proven ability to work effectively in a team environment, demonstrating the UCSF PRIDE values, and adapt to changing needs.
Demonstrated excellent attendance and reliability.
MEDICAL EDUCATION
25%
15%
10%
GENERAL ADMINISTRATION
10%
10%
10%
10%
5%
Independently handles all administrative tasks and logistics associated with onboarding residents, medical students, and fellows to ZSFG Ob-Gyn. Ensures that trainees have completed all required onboarding tasks in compliance with UCSF and SFDPH rules and are ready to start on their assigned start date. This includes a focus on physical and system access, ensuring trainees have badges, parking passes, scrubs, meal cards, and related items and that they have completed all necessary trainings and obtained EPIC access. Orients and advises fellows, residents, and medical students regarding ZSFG and division administrative policies.
Works regularly and closely with the ZSFG Ob-Gyn medical education coordinator and residency, medical student, and fellow site directors to anticipate needs, prevent issues, and resolve problems in a timely fashion. Works through directors and med ed coordinator to communicate with the Chair's Office medical education staff as needed. May interface with administrative chief residents at ZSFG.
Serves as the primary on-site support person for residents, fellows, and medical students. Disseminates logistical information and answers questions. Resolves ad hoc issues for program learners such as lost or malfunctioning badges or questions about the schedule. Ensures trainees are in compliance with administrative and training requirements at all times.
Serves as a collaborative member of the 6D administrative team, providing onsite support for the following items as well as other onsite operational coverage that may be needed:
Administers accounts payable, accounts receivable, and purchasing functions for Ob-Gyn department operations at ZSFG.
Provides general administrative support for ZSFG Ob-Gyn clinical and research faculty such as scheduling complex meetings, planning and implementing events, proofreading documents, making travel arrangements, and updating curriculum vitae. Assists with faculty meeting logistics as needed. Participates in the development and revision of standard operating procedures and guidelines. Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. Other duties as assigned.
Administers space planning, communications, equipment, and safety functions for Ob-Gyn department operations at ZSFG.
ZSFG Ob-Gyn is committed to the UCSF PRIDE Values and Principles of Community. This team member will actively participate in campus, school, department, division, and/or program activities that advance and sustain opportunity for all, cultivate belonging and trust, broaden perspectives in medicine, and ensure every person is treated with dignity and respect. The team member will also undertake activities that align with and further the division's intramurally and extramurally funded work to create a more inclusive environment for all.
MEDICAL EDUCATION
25%
15%
10%
GENERAL ADMINISTRATION
10%
10%
10%
10%
5%
Independently handles all administrative tasks and logistics associated with onboarding residents, medical students, and fellows to ZSFG Ob-Gyn. Ensures that trainees have completed all required onboarding tasks in compliance with UCSF and SFDPH rules and are ready to start on their assigned start date. This includes a focus on physical and system access, ensuring trainees have badges, parking passes, scrubs, meal cards, and related items and that they have completed all necessary trainings and obtained EPIC access. Orients and advises fellows, residents, and medical students regarding ZSFG and division administrative policies.
Works regularly and closely with the ZSFG Ob-Gyn medical education coordinator and residency, medical student, and fellow site directors to anticipate needs, prevent issues, and resolve problems in a timely fashion. Works through directors and med ed coordinator to communicate with the Chair's Office medical education staff as needed. May interface with administrative chief residents at ZSFG.
Serves as the primary on-site support person for residents, fellows, and medical students. Disseminates logistical information and answers questions. Resolves ad hoc issues for program learners such as lost or malfunctioning badges or questions about the schedule. Ensures trainees are in compliance with administrative and training requirements at all times.
Serves as a collaborative member of the 6D administrative team, providing onsite support for the following items as well as other onsite operational coverage that may be needed:
Administers accounts payable, accounts receivable, and purchasing functions for Ob-Gyn department operations at ZSFG.
Provides general administrative support for ZSFG Ob-Gyn clinical and research faculty such as scheduling complex meetings, planning and implementing events, proofreading documents, making travel arrangements, and updating curriculum vitae. Assists with faculty meeting logistics as needed. Participates in the development and revision of standard operating procedures and guidelines. Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. Other duties as assigned.
Administers space planning, communications, equipment, and safety functions for Ob-Gyn department operations at ZSFG.
ZSFG Ob-Gyn is committed to the UCSF PRIDE Values and Principles of Community. This team member will actively participate in campus, school, department, division, and/or program activities that advance and sustain opportunity for all, cultivate belonging and trust, broaden perspectives in medicine, and ensure every person is treated with dignity and respect. The team member will also undertake activities that align with and further the division's intramurally and extramurally funded work to create a more inclusive environment for all.