The function of the UCSF Fresno Department of Emergency Medicine Administrative Assistant is to provide high-level administrative support services for the professional commitments of the faculty, fellows, and residents in the department. Under the supervision of the Administrative Manager, the Administrative Assistant will provide administrative services and operational support for the Department of Emergency Medicine. The incumbent may perform administrative duties for department leadership. The administrative assistant is responsible for a variety of ongoing administrative and operational issues. This includes, but is not limited to, academic affairs coordination, processing reimbursement requests, preparing payroll for providers, compiling data for faculty annual evaluations, event and meeting coordination/support, newsletter and website coordination, distributing mail, and other general office administrative tasks.
Required Qualifications:
- High school graduation and four years of related administrative experience, or an equivalent combination of education and experience.
- Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner.
- Solid organizational skills, attention to detail, and ability to multi-task with demanding timeframes.
- Working knowledge of Microsoft Office suite and other computer application programs.
- Ability to use discretion and maintain confidentiality.
- Ability to use sound judgment in responding to issues and concerns.
- Knowledge of financial analysis and reporting techniques.
- Demonstrated excellent attendance and reliability.
- Customer service experience with the ability to provide timely and attentive service to learners, faculty, colleagues and other stakeholders.
- Valid driver's license if driving
Preferred Qualifications:
- Bachelor''s degree in related area and / or equivalent experience / training.
- Working knowledge of relevant policies and regulatory requirements in the health professions education industry.
- Knowledge of educational technology and systems. Ability to troubleshoot and triage related technology issues.
%
of time
Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
40
Yes
Academic Affairs Coordination
- Manage merits, promotions, appointments, recruitment, onboarding, orientation and other academic affairs related responsibilities. This includes overseeing academic appointment and advancement packets and annual call, coordinating and submitting academic dossiers, assisting faculty with CV updates, tracking appointment progress and working with leadership on issues that arise.
- Responsible for faculty recruitment process, schedule multi-layered interviews, collect and compile evaluation documentation.
- Maintain recruitment search reports.
- Communicate and correspond with prospective faculty candidates and work with recruitment personnel and briefing candidates on organization and position.
- Coordinate faculty onboarding and orientation requirements with department leadership,
IHMG, and UCSF HR and Academic Affairs.
- Manage the maintenance of HR workflows, checklists, and training documents for faculty.
- Serve as lead resource for the timely submission and monitoring of Oracle requests, such as new hires, separations, recruitment, and supervisor and directory updates.
- Coordinate offer letter/contracts process (with IHMG and UCSF).
- Responsible for annual performance evaluation process for faculty. Includes compiling multiple data points and scheduling meetings.
35
Yes
Department Administration
- Serve as staff support to program committees, schedule program meetings and prepare/distribute materials as needed; take and transcribe accurate minutes for faculty and program meetings.
- Support other academic and operations related matters such as drafting letters, presentation materials and facilitating the completion of special
projects.
- Order and/or coordinate purchasing through UCSF or CCFMG for supplies and technology items.
- Escalate any vendor, faculty, affiliates and employee concerns (i.e., recruitment, billing,
schedules, hiring, and space issues) to department leadership.
- Facilitate logistics for faculty and department events and meetings (i.e., holiday parties,
retreats, workshops, team building), including travel arrangements for out-of-town events.
Includes coordination of rooms/venues, catering, AV, print and electronic materials.
- Serve as central liaison for information related to the department for ancillary departments and external organizations, as needed.
- Provide back-up support for other administrative staff.
- Other general office administrative tasks may include distributing mail, reviewing and forwarding faxes, meeting room coordination, updating contact lists, and restocking/ordering supplies.
10
Yes
Communications & Marketing
- Responsible for the coordination, maintenance, and monitoring of communications, including internal sites/platforms, website, social media accounts, annual report, newsletter, brochures, and master calendar. Communication efforts will be in alignment with UCSF''s digital and editorial policies, brand strategies, and brand identity
standards. All content must align with UCSF's brand identity standards as posted at
identity.ucsf.edu.
- Coordinate marketing initiatives for department activities and programs (i.e., residency and fellowship programs, conferences, courses) to promote interest, enrollment, participation, and awareness. This is done through various modes of communication, materials, and platforms (i.e., internet, digital, print, promotional items. etc.).
5
Yes
Provider Payroll
- Prepare monthly payroll for faculty and full-time midlevel providers. Prepare quarterly pay for faculty with special assignments/duties/roles.
- Track PTO and CME hours for midlevel providers. Include PTO and CME with payroll
upon request.
- Maintain master payroll tracking to include clinical pay, non-clinical pay, administrative stipends, bonuses, and pay for special assignments/roles.
- Coordinate pay rates, differentials, and holiday pay in ShiftAdmin with department scheduler.
- Coordinate medical leave and/or disability pay with faculty practice group.
10
Yes
Faculty Reimbursements
- Prepare reimbursement requests, check requests, travel vouchers, and any other
accounting forms for EM faculty, independently determining whether these transactions conform to University and CCFMG policies.
100%
(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)
%
of time
Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
40
Yes
Academic Affairs Coordination
- Manage merits, promotions, appointments, recruitment, onboarding, orientation and other academic affairs related responsibilities. This includes overseeing academic appointment and advancement packets and annual call, coordinating and submitting academic dossiers, assisting faculty with CV updates, tracking appointment progress and working with leadership on issues that arise.
- Responsible for faculty recruitment process, schedule multi-layered interviews, collect and compile evaluation documentation.
- Maintain recruitment search reports.
- Communicate and correspond with prospective faculty candidates and work with recruitment personnel and briefing candidates on organization and position.
- Coordinate faculty onboarding and orientation requirements with department leadership,
IHMG, and UCSF HR and Academic Affairs.
- Manage the maintenance of HR workflows, checklists, and training documents for faculty.
- Serve as lead resource for the timely submission and monitoring of Oracle requests, such as new hires, separations, recruitment, and supervisor and directory updates.
- Coordinate offer letter/contracts process (with IHMG and UCSF).
- Responsible for annual performance evaluation process for faculty. Includes compiling multiple data points and scheduling meetings.
35
Yes
Department Administration
- Serve as staff support to program committees, schedule program meetings and prepare/distribute materials as needed; take and transcribe accurate minutes for faculty and program meetings.
- Support other academic and operations related matters such as drafting letters, presentation materials and facilitating the completion of special
projects.
- Order and/or coordinate purchasing through UCSF or CCFMG for supplies and technology items.
- Escalate any vendor, faculty, affiliates and employee concerns (i.e., recruitment, billing,
schedules, hiring, and space issues) to department leadership.
- Facilitate logistics for faculty and department events and meetings (i.e., holiday parties,
retreats, workshops, team building), including travel arrangements for out-of-town events.
Includes coordination of rooms/venues, catering, AV, print and electronic materials.
- Serve as central liaison for information related to the department for ancillary departments and external organizations, as needed.
- Provide back-up support for other administrative staff.
- Other general office administrative tasks may include distributing mail, reviewing and forwarding faxes, meeting room coordination, updating contact lists, and restocking/ordering supplies.
10
Yes
Communications & Marketing
- Responsible for the coordination, maintenance, and monitoring of communications, including internal sites/platforms, website, social media accounts, annual report, newsletter, brochures, and master calendar. Communication efforts will be in alignment with UCSF''s digital and editorial policies, brand strategies, and brand identity
standards. All content must align with UCSF's brand identity standards as posted at
identity.ucsf.edu.
- Coordinate marketing initiatives for department activities and programs (i.e., residency and fellowship programs, conferences, courses) to promote interest, enrollment, participation, and awareness. This is done through various modes of communication, materials, and platforms (i.e., internet, digital, print, promotional items. etc.).
5
Yes
Provider Payroll
- Prepare monthly payroll for faculty and full-time midlevel providers. Prepare quarterly pay for faculty with special assignments/duties/roles.
- Track PTO and CME hours for midlevel providers. Include PTO and CME with payroll
upon request.
- Maintain master payroll tracking to include clinical pay, non-clinical pay, administrative stipends, bonuses, and pay for special assignments/roles.
- Coordinate pay rates, differentials, and holiday pay in ShiftAdmin with department scheduler.
- Coordinate medical leave and/or disability pay with faculty practice group.
10
Yes
Faculty Reimbursements
- Prepare reimbursement requests, check requests, travel vouchers, and any other
accounting forms for EM faculty, independently determining whether these transactions conform to University and CCFMG policies.
100%
(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)