Fellowship Administrative Assistant

F_TEP-Campus Employees

Temporary Employment

86461BR

Job Summary

Please note: this will be a duration of approximately six months. Will include optional medical coverage, holiday pay, sick leave accrual and vacation pay. Will work on-site 2x per week on Parnassus campus; remote 3x per week.

Administers defined operational programs and activities which may include one or more of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, information technology, or safety.

Program Administration

• Administer assigned operational activities within the Fellowship Programs.

• Assist Fellowship Program Administrators with maintaining program files and data, including didactic recordings, individual learner files, and program accreditation documentation.

• Utilize fellowship systems (e.g., ERAS, MedHub, AMION) to provide support to fellows and program directors.

CME Compliance

• Coordinate CME course compliance tasks, including distributing and maintaining financial disclosure forms and tracking attendance for CME credit.

Financial and Payroll Processing

• Process fellows' moonlighting payments.

• Manage fellows' reimbursements for travel, meetings, and entertainment.

• Monitor MyExpense to ensure reimbursement requests are processed promptly.

• Process BearBuy orders and serve as the point of contact for event vendors.

• Manage vendor payments in BearBuy.

• Oversee supply orders for the Fellows Office.

Event Planning and Support

• Coordinate fellowship program events for Pulmonary Critical Care Medicine, Interventional Pulmonology, and Allergy Immunology.

• Provide meeting and event support, including:

  • Setup and support of Monday Tri-Hospital Conferences.

  • Room booking using Outlook, 25Live, and EMS.

  • Setup and support of in-person faculty meetings.

  • Submission of Facilities work orders for event setup (tables, chairs, disposal bins, etc.).

The final salary and offer components are subject to additional approvals based on UC policy.

To view the salary range for this position, please visit the TCS Non-Academic Titles Search (note the job code for reference).

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, specific rules apply regarding placement on the salary range.

To learn more about the benefits of working at UCSF, including total compensation, please visit UCNet Compensation and Benefits.

Department Description

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Required Qualifications

• Bachelor's degree in a related field and/or equivalent experience and training.

• Minimum of one (1) year of related administrative or operational experience.

• Ability to exercise sound judgment in responding to issues and concerns.

• Strong communication and interpersonal skills to interact effectively with staff at all levels, both verbally and in writing.

• Excellent organizational skills and the ability to manage multiple priorities under tight deadlines.

• Working knowledge of organization-specific and standard computer applications.

• Proficiency with Microsoft Word and Excel.

• Ability to use discretion and maintain confidentiality.

• Strong attention to detail with proven follow-through and focus on execution.

• Flexibility to orient and work at all UCSF Medical Center locations.

Preferred Qualifications

• Knowledge of BearBuy, MyExpense, MyReports Systems
• Administrative experience in the UC System
• Previous experience with program coordination, project management, operations, and event planning.

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. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Organization

TEP

Job Code and Payroll Title

004263 ADMIN OFCR 2 CX

Job Category

Administrative Support, Professional (Non-Clinical), Student Services, Temporary Employment

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Employee Class

Temporary Employment

Percentage

100%

Location

San Francisco, CA

Campus

Parnassus Heights (SF)

Work Style

Hybrid

Shift

Days

Shift Length

8 Hours