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Administrative Assistant 2

Job Description


Temporary Employment Program

Temporary Employment

69839BR


Job Summary

The Graduate Division functions as the institutional home for graduate education and postdoctoral scholarship at UCSF. The Graduate Division offers 19 PhD programs in basic, translational, and social/population sciences; 11 master's degree programs; and two professional doctorates. Over 1,000 postdoctoral scholars add to the robust research community on campus.

The Administrative Assistant serves as the face serves as the face of the Graduate Division to
visitors, students, postdocs, faculty, and staff, provides general administrative support to the Graduate Division and oversees the administration of the Graduate Division office suite (CC310).

Administrative duties include:

Front Desk Support

  • Answers, screens, and redirects phone calls that come in to the CC310.
  • Greets visitors and callers who can include high level internal officials of the University and students, staff and faculty, as well as external individuals such as donors and potential donors.
  • Ensure that the policies and procedures for the front desk are defined, updated, and practiced.
  • Handle sensitive student/postdoc matters in a discreet and confidential manner.
  • Provide general administrative support to Graduate Division staff, such as calendaring, reimbursements/expense reports, sending emails, etc.

Suite support

  • Responsible for all aspects office management of the CC310 space, including purchasing, monitoring office and kitchen supply levels, ensuring the general work areas are clean and tidy, submitting maintenance orders, processing purchase orders, tracking expenditures.
  • Serves as point of contact on all shared office equipment and monitors its use and ensures maintenance is performed and supplies replenished.

Logistical Support

  • With supervisory approval, engages in logistical support for SAA/GD initiatives, including events and meetings such as the student food market and the all-staff meeting, retreats, etc.
  • Provide support for the Student Food Market weekly; duties include unloading food truck, setting up the market, checking in students and helping with student selections.
  • Other responsibilities could include updating the events calendar/website, speaker arrangements, room scheduling, catering orders, registration, publicity, program material production/collection, set up, tear down, volunteer assignments, day-of support and troubleshooting, as well as staffing student programs and events.

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

N/A


Preferred Qualifications

  • ​​​​Proficiency in programs including MS Office (PowerPoint, Excel, Word); Outlook calendar interfaces, and online scheduling tools.
  • Excellent interpersonal, customer service and verbal / written communication skills; detail-oriented; effective organizational and time management skills; demonstrated ability to establish priorities, handle multiple projects simultaneously, and work well under the pressure of deadlines.
  • Ability to work independently, show initiative and exercise sound professional judgement and confidentiality
  • Experience using UCSF systems such as MyExpense, Bear Buy, etc

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

007372 ADMIN AST 2


Job Category

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


Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)


Employee Class

Temporary Employment


Appointment End Date

01-May-2023


Additional Shift Details

Work Hours are M-Tu-We from 8-5pm, Thu 9-6 (for food market) and Friday is variable


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