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Executive Assistant

University of California, San Francisco
San Francisco, USA
Full-time
Mid · 3+ years experience
Onsite
Discovered 3 days ago

Full Job Posting

Qualifications

  • 3+ years of related work experience; and / or equivalent experience / training.
  • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
  • Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
  • 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.
  • Solid knowledge of common University-specific computer application programs.
  • Ability to use discretion and maintain confidentiality.
  • Strong skills in short-term planning, analysis, problem-solving, and customer service.
  • Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

Responsibilities

  • Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.
  • Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and / or contracts and grants.
  • Develops and prepares budgets and financial reports for funding which may be complex.
  • Performs recharge administration.
  • Provides input into non-technical portions of grant and contract proposals.
  • Coordinates and participates in a variety of human resources activities including employment, training, classification, and ensuring the completion of forms and documents related to HR and Payroll for unit / department.
  • Gathers, analyzes, prepares and summarizes financial and HR reports.
  • May provide guidance to support employees and / or students.
  • Performs studies for resource plans, including approaches, trends, sources and uses.
  • Serves on committees, representing department / unit.
  • Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.
  • Develops and implements procedures for supply inventory and to keep equipment in good working condition.
  • Administers facilities and space logistics and manages equipment needs.
  • Acts as safety coordinator.
  • May assist with fundraising related duties.

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