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Executive Administrative Assistant/HR Specialist

Job Description

Neuro-Memory and Aging

Full Time


Job Summary

The Executive Administrative Assistant (EAA)/HR Specialist has significant experience in the field and is able to perform at a high level across multiple functions with little assistance in an exceptionally collaborative team atmosphere in a complex and rapidly growing Center within the MAC.  EAA/HRS uses experience, exceptional judgement and professionalism, often requiring minimal supervision, to  oversee a variety of operational functions in support of the COO for the Multitudes Project and Executive Director for the Bench to School Project within the memory and Aging Center.

The EAA/HRS will facilitate communication and manage multiple projects,  including oversight and coordination of complex logistics, documentation, federal compliance, create systems for on/offboard hires, and completes and organizes HR actions. Analyzes and resolves operational problems of complex scope across the two projects and a critical and proactive team member supporting budgets, federal and state grant  reporting, compliance and creation and maintaining BioSketch and other NIH grant related requirements.

The position requires a high level of professionalism, independence, strong interpersonal and communication skills, the ability to support and work very collaboratively in a dynamic environment, and a high degree of personal ownership to ensure quality work products are delivered and performed. The successful candidate will be a self-motivated, professional, and highly organized individual.

Note: This position involves a significant in-office commitment.

Department Description

The Memory and Aging Center (MAC) is the largest division within the Department of Neurology with a diverse workforce of over 260 employees. The Department of Neurology is a teaching, research and clinical care unit within the School of Medicine (SOM). The Department of Neurology is a large, multi-site department, with locations including Mission Bay, Parnassus, Mt. Zion, ZSFG, VAMC and the Gladstone Institutes and is affiliated with the UCSF Weill Institute for Neurosciences. The department is constructed of 14 administrative divisions with 11 clinical specialties. The department has over 230 faculty and academic employees, 290 staff positions, and 170 trainees including: residents, clinical fellows and postdoctoral scholars.  

The Department has an annual operating budget in excess of $120M and has been the #1 recipient of NIH funding across all U.S. Departments of Neurology for the past 6 consecutive years, in addition to being the #1 recipient of philanthropic dollars across all departments at UCSF. 

Our department’s mission includes delivering the most exceptional clinical care to our patients, leading transformative cutting-edge research, and training the leaders of tomorrow in both neurology and neuroscience. Our department’s faculty, trainees, and staff work at a University and in a community that values and embraces diversity and strives to make an impact worldwide through our global and public health efforts.

Required Qualifications

  • Bachelor's degree in related area and minimum three years of experience or equivalent experience / training.
  • Highly proficient with an Org Chart software that is recognized in the industry
  • Microsoft Office certification or equivalent
  • Experience and high proficiency working with webinar and teleconference software like Zoom and WebEx
  • Strong proficiency with office equipment (computers, phones, multi-function devices (printer/scanner/copier/fax))
  • Strong skills in short-term planning, analysis, problem-solving, and customer service.
  • Ability to use discretion and maintain confidentiality.
  • Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.

Preferred Qualifications

  • Knowledge of common University-specific computer application programs (e.g. BearBuy, MyExpense, PeopleConnect, and other MyAccess applications)
  • Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
  • Solid knowledge of common University-specific computer application programs.
  • Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
  • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.


  • Microsoft Office certification or equivalent

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, Professional (Non-Clinical)

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Additional Shift Details

M-F, 8-5

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