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Executive Business Administrator

Job Description

Pharmaceutical Chemistry

Full Time


Job Summary

The Executive Business Administrator will provide direct high-level analytic support to the Department Chair, Chief Administrative Officer (CAO), faculty, and colleagues. This incumbent will be responsible for the Department executive management and office management support at the Mission Bay Campus. 

Duties include: executive support for the department chair, CAO, department event and meeting planning and coordination and general faculty support. This would include planning, coordinating, and implementing meetings and events and setting best practices and processes in planning executive meetings and other large scale department events.  In addition, the incumbent must possess strong organizational and project management skills required to implement special projects requested by the Chair and Chief Administrative Officer.  Examples of a special project may be to implement a Smartsheet for a project, set up an event with an outside entity, or create documentation.

Office management responsibilities include oversight of all office management policy and processes at Mission Bay Campus, ensuring smooth, consistent and professional operations with conference room management, parking sticker inventory, facility requests, office machine support, supply inventory, catering ordering and other applicable office management duties. Incumbent will be the point person for any moves or renovations affecting our staff and faculty at Mission Bay. 

** This position will be located in the main office at Mission Bay and is eligible to work a hybrid on/off site work schedule.  A minimum of two working days on site is required.  Additional working days onsite may be required and is dependent on business needs.

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 Pharmaceutical Chemistry is a research and teaching department in the School of Pharmacy (SOP) at UCSF.  We explore fundamental biological mechanisms and molecules of therapeutic relevance for better health, empowered by novel technologies at the interface of chemistry, physics, and computational sciences. 

The Department consists of 45 faculty, 15 joint faculty, 51 Academic (Professional Researchers & Specialists), 60 postdoctoral scholars, 56 graduate students and 49 staff and has a dedicated team of administrators who are responsible for providing high-level financial and administrative operational support to faculty, staff and learners.

Required Qualifications

  • Bachelor's degree in related area and 3+ years of related administrative and/or executive assistant experience and / or equivalent experience / training.
  • Familiarity with the organization's processes, protocols and procedures.
  • Solid analytical / problem-solving skills.
  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization up to the Office of the President level and external constituencies.
  • Strong service orientation
  • Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing
  • Thorough knowledge of common organization-specific and other computer application programs.
  • Ability to multi-task with demanding timeframes.
  • Ability to use high-level discretion and maintain a high level of confidentiality.
  • Solid skills in problem identification.
  • Good judgment, strong organizational and project management skills.

Preferred Qualifications

  • Knowledge of federal regulations such as FERPA.
  • Advising and counseling skills.

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

007384 EXEC AST 3

Job Category

Administrative Support, Professional (Non-Clinical)

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)


Flexible (combination of onsite and remote work), Mission Bay (SF)

Additional Shift Details

Monday - Friday; 8:00 AM - 5:00 PM Two days per week on-site required; Additional days on-site may be required dependent on business needs

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