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Administrative Assistant
Ref No.: 18-04773
Location: San Francisco, California
Start Date: 04/27/2018


Job Function Summary:

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services includes activities in finance and human resources and may also include IT, facilities, or student services. General management includes long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.



Generic Scope

Regularly works on tasks that are varied and complex. Applies full range of specialized skills and job knowledge; frequently adapts procedures, techniques, tools, materials, and / or equipment to meet specialized needs; may serve as lead; performs broad and / or focused assignments under general supervision; originality and ingenuity are often required to help establish procedures in functional area; relies on experience and judgment to plan and accomplish assigned tasks.



Custom Scope

The Administrative Assistant will be responsible for providing executive level support to the Associate Vice Chancellor of Clinical & Translational Research (AVC-CTR). Duties include: complex scheduling and calendar management, priority setting for the AVC-CTR and interfacing with a wide range of internal and external partners (that may include faculty, staff, consultants, vendors, etc.), writing and editing correspondences, managing contact information and data for the program, identifying opportunities to improve administrative functioning and operations of the program, managing travel booking and expense reimbursements, meeting and event planning, working in a team to identify ways to organize and maintain electronic filing system of the unit, corresponding with Client facilities and Information Technology (IT) on behalf of the program and AVC-CTR, keeping record of and ordering supplies, generating specific reports as required, drafting and editing meeting minutes, and performing other various duties as assigned. The Administrative Assistant will apply professional concepts to conduct analytical administration with moderate scope and complexity. The Assistant analyzes and resolves operational problems of moderate scope. Additionally, the incumbent carries out matters relating to the executive administration of the AVC-CTR's desk and liaises with all of the AVC-CTR's direct reports and other senior campus leaders.



Under general direction, the Administrative Assistant works on operational and / or procedural assignments that require the exercise of considerable discretion and independent judgment. Tasks involve the handling of confidential information and managing complex scheduling of a senior executive. S/he understands implications of work and makes recommendations for solutions. S/he determines methods and procedures on new assignments.





Department Overview

The Client Clinical and Translational Science Institute (CTSI) is an NIH- and Client-funded program that spans the four Client health science schools and collaborating affiliates. Its mission is to create a comprehensive, integrated academic home that promotes research and education in clinical and translational science at Client, at affiliated institutions, and in participating communities. Supported by an NIH award and other institutional grants, CTSI has been a leader of innovation in clinical and translational research for more than 10 years.


  • 50%
  • Yes
  • Applies specialized office software that may include Outlook, Access, Filemaker Pro, or similar programs.
  • Maintains complex scheduling and calendar management, priority setting for the AVC-CTR and interfacing with a wide range of internal and external partners (that may include faculty, staff, consultants, vendors, etc.)
  • Maintains departmental files.
  • Applies complex Excel formulas, pivot tables, and similar functions. Compiles and arrays spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data.
  • May analyze trends.
  • Prepares travel reimbursements and other expense reimbursements .

  • 10%
  • Yes
  • Prepares correspondence and other written materials for department management and / or faculty requiring some specialized knowledge of the subject matter.
  • Works closely with the Associate Director of Administration to maintain departmental operating policies and procedures for executive level administrative tasks. Adapts as needed to evolving circumstances.
  • Oversees timely receipt and distribution of all correspondence, reports, and
  • responses to inquiries including writing drafts of general correspondence and ensure response due dates/deadlines are met.
  • Drafts key communications (including confidential) and reports, assists with
  • the preparation of descriptive materials and agendas, and coordinates with key personnel on campus.
  • Responds appropriately, using in-depth knowledge of issues and activities of the AVC-CTR. Determines appropriate courses of action in response to a wide variety of requests.
  • Other duties as assigned.

  • 5%
  • Yes
  • Edits and proofreads written materials for content consistency.

  • 10%
  • Yes
  • Coordinates large, complex conferences / meetings / programs.

  • 5%
  • Yes
  • Works on sensitive issues, priorities, protocol, etc.

  • 5%
  • Yes
  • Determines need for general office equipment and supplies. Submits IT and facilities tickets as needed.

  • 5%
  • Yes
  • Works with department management to update / review / revise website to better communicate organization's mission, requiring substantive knowledge of organization's goals and objectives.

  • 5%
  • Yes
  • Provides guidance to other Administrative staff on procedures, practices, and implementation of policies, including those which are particularly complex. Provides direction to other Assistants on office software program application.
  • Provides back up support to other adminnistrative staff as needed.

  • 5%
  • Yes
  • Manages sensitive and confidential information.


  • Thorough knowledge of administrative procedures and processes including word processing, spreadsheet and database applications.
  • Req

  • Requires good verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.
  • Req

  • Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
  • Req

  • Skill in managing sensitive and confidential information.
  • Req

  • Requires experience in Microsoft Office products (Word, Excel, PowerPoint) and Outlook
  • Req

  • Prior experience managing complex scheduling for a senior executive
  • Req


  • High school diploma or equivalent experience.
  • Req

  • Bachelor's degree
  • Req



Common problems solved by the employee:

· Identify an acceptable date, time, and location for an important meeting that requires the attendance of several high level faculty members and administrators who have multiple scheduling conflicts.

· Cancel or reschedule a meeting for a pressing need for the AVC-CTR. To do so, the incumbent must be fully aware, knowledgeable, and conversant in issues and activities involving the AVC-CTR, which includes faculty, students, administrator, state and national officials, international scholars and industry executives.

· Make adjustments to a travel itinerary in order to account for a flight delay or unexpected circumstance.





Less frequent and more complex problems solved by the employee:

· Make alternative arrangements in the event of a last minute cancellation by the caterer for an important meeting that cannot be rescheduled.

· Although it does not happen often, it will be the Assistant's job to protect the AVC-CTR (and other senior staff) from difficult, sometimes aggressive, faculty and staff. With professionalism and tact, the Assistant must be ready to handle angry patients, disgruntled faculty, and belligerent staff in a way that provides compassion and a sound boundary while re-routing them or de-escalating the situation quickly.

·



Problems/situations that are referred to this employee's supervisor:

· Spotting politically sensitive issues and apprising AVC-CTR of the situation including actions that would require deviations from UC policy/procedure

· Determining the budget for an event sponsored by the AVC-CTR.