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Executive Analyst / Executive Assistant

Job Description


Full Time


Job Summary

The Executive Analyst plays a key role in developing, coordinating, managing and executing tasks and projects under the purview of the Vice Chair and Administrative Manager. This will require the capacity to deal with diverse constituencies of all ranks, a facility for multitasking and deal with high volumes of work, and a honed sense for problem-solving and project management. This position will be responsible for managing the Vice Chair’s schedule and meetings, ensuring all background briefing materials are assembled, relevant constituencies have given feedback where needed, and any issues of concern are addressed ahead of time with the Vice Chair so that they are well informed.

The Executive Analyst will also work close with the Vice Chair and with other Managers and managers under the Vice Chair on projects designed to improve effectiveness or efficiency in operations, develop benchmarks or policies, or enable the Vice Chair to better oversee the entire division that is overseen in his/her purview for the Department. The Executive Analyst uses advanced skills and knowledge of the UC System and its myriad applications and must be well versed in the policies and processes of a variety of areas. A strong candidate will have familiarity with UC processes and tools for scheduling, reimbursements and travel.

The candidate serves as a key resource for faculty, staff and departmental leadership seeking to access the Vice Chair or with concerns for areas under the purview of the Vice Chair. The candidate is expected to address strategic issues and to resolve complex issues and situations.

Note: This is a hybrid remote position. Work location: Nancy Friend Pritzker Building/BCH Oakland – 3 days/week; 2 days work from home.

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 (ucop.edu)

Please note: The compensation ranges listed online for roles not covered by a bargaining unit agreement are very wide, however a job offer will typically fall in the range of 80% - 120% of the established mid-point. 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

Department Description

The Department of Psychiatry is one of the largest departments in the School of Medicine. The Department’s mission is research (basic, translational, clinical), teaching, patient care and public service. The Department has an organizational structure that crosses all major UCSF sites – Parnassus, Mission Bay, SFGH, VAMC, and Laurel Heights. The Department is large and administratively complex. It is the only department at UCSF with a State originated and funded institute—Langley Porter Psychiatric Institute—which in turn has a separately licensed hospital—the Langley Porter Psychiatric Hospital & Clinics.

The Department has an annual operating budget of over $130 million, and total staffing of about 800, which includes approximately 200 paid faculty (including VAMC faculty), 25 Emeritus and recall faculty, 30 MSP physicians, 110 residents, fellows and postdoctoral scholars, 450 staff, and 225 volunteer faculty. Over the next five years, the Department of Psychiatry will undergo significant changes, which include at least doubling its clinical services, moving its home and the ambulatory clinics of the LPPHC to a new building and aligning its operational processes to integrate with UCSF Health systems so the Department can adopt the funds flow model.

Required Qualifications

  • Bachelor's degree in related area Or four years of relevant experience/training.
  • Three years or more of relevant work experience.
  • Knowledge of a variety of administrative operational activities such as events planning, website design and accounting and payroll.
  • Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising, and counseling skills.
  • Strong skills in short-term planning, analysis, problem-solving and customer service.
  • Demonstrates excellent skills in Microsoft Office tools such as Outlook, Word, Excel, PowerPoint, and Access. 
  • Demonstrated ability to perform advanced online searches. 
  • Demonstrated ability to learn new computer skills and programs quickly.
  • Demonstrated ability to work and learn new skills effectively and professionally in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, and efficient.
  • Demonstrated excellent interpersonal skills. 
  • Demonstrated ability to represent Principal Investigators to many different constituencies, including university staff, faculty and leadership, funding agencies, other institutions, and government and community-based organizations.
  • Demonstrated excellent writing, editing, and proofreading skills.
  • Demonstrated excellent organizational skills and ability to produce detail-oriented and accurate documents, spreadsheets, and reports.
  • Demonstrated excellent customer service skills.
  • Demonstrated excellent attendance and reliability.
  • Demonstrated ability to understand the appropriate action when interacting with confidential and/or sensitive information.
  • Previous experience with Protected health information (PHI) and a fundamental understanding of the Health Insurance Portability and Accountability Act (HIPAA) in an administrative and clinical setting. This position will require online and possibly in-person for PHI and HIPAA compliance with UCSF standards.
  • The ability to work on-site in our Oakland and SF offices as needed.

Preferred Qualifications

  • Thorough knowledge of University rules and regulations, processes, protocols, and procedures for budget, accounting and fund management, and/or personnel management.
  • Knowledge of common University-specific computer application programs.
  • Knowledge of a variety of administrative operational activities such as basic fundraising processes, risk management planning, and contracts and grants regulations and guidelines.
  • Prior UCSF or UC experience. Basic knowledge of UC policies and procedures for administrative, accounting, and purchasing management; or ability to research University policies (such as procurement and institutional policies and procedures) to include a broad understanding of UCSF's mission, goals, organization, direction, practices, policies, procedures, and website.
  • Prior experience in complex research environments involving multiple Principal Investigators.
  • Demonstrated initiative and resourcefulness.

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 San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Job Code and Payroll Title

007377 ADMIN OFCR 3

Job Category

Administrative Support

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)


Flexible (combination of onsite and remote work), Oakland, CA, Pritzker Psychiatry Building (SF)

Additional Shift Details

Monday - Friday 8-5. Nancy Friend Pritzker Building/BCH Oakland – 3 days/week; 2 days work from home

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