EXEC AST 4

Job Summary

The Executive Assistant provides exceptional administrative and analytical support to Chief Nursing Executive (CNE) in a complex, fast-paced environment. Represents the CNE and UCSF Health Administration in interactions with UCSF faculty, staff, physicians, patients, as well as city, state, national and other external organizations and agencies.

With full understanding of the scope of executive leadership responsibilities in the organization, incumbent is responsible for highly complex assignments that are confidential in nature, where excellent judgment is required to triage/resolve problems, and provide recommendations. Current assignment supports CNE, however may be assigned to support other C-level executives at any point.

Department Overview

Provide reception and coverage for UCSF Health Administration main phone lines in accordance with service excellence standards; handle calls and visitors for other analysts during lunch hours, breaks, personal time off and absences. Evaluates, prioritizes, triages, and develop solutions to issues that are often highly sensitive in nature. Participates in the development of departmental and individual goals and objectives in concert with the Medical Center's Mission, Vision, Values and Goals.

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

50

Administrative Support

• Directs the daily administrative operations for the executive's office.

• Functions as the gatekeeper, understanding the requirements of the executive, to prioritize issues according to urgency and to allocate time accordingly.

• Evaluate, prioritize, triage and develop solutions to incoming issues and inquiries that are confidential and highly sensitive in nature.

• Manage and maintain CNE's complex calendar and schedule.

• Briefs executive in a timely fashion, about priorities and deadlines, on the status of pending issues.

• Staff meetings and committees chaired and attended by CNE to take minutes, capture key points and action items.

• Prepare meeting/committee agendas, materials, reports and presentations for CNE

• Manage and coordinate CNEs email inbox and paper correspondence. Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the executive, including those highly sensitive in nature.

• Draft messages on behalf of executives. Research compiles and summarizes complex and / or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the executive.

• Coordinate travel arrangements.

• Coordinate and track Continuing Professional Education (CPE) courses for CNE.

• Manage payroll for CNE and direct reports.

• Coordinate events, catering and conference room logistics.

• Serve as back-up support to other executive leadership and their assistants as needed.

• Serve as liaison with UCSF Health, Campus, external organizations, agencies, boards and executive offices.

40

Project coordination and management

• Board Meetings: UCSF Health and external boards – Prepare board packets, presentations, all logistics.

• Responsible for some nursing Committees and Budget planning, staffing, documentation, materials.

• Organizes ad hoc committees appointed by the executive on a broad range of issues

• Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.

• Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices.

• Coordinates information from other departments and tracks to ensure completion with enough time for executive review in advance of meetings

• Other complex projects assigned by CNE, and VP or Manager of Administration

5

Phone coverage and visitor reception

• Provide reception for CNE and coverage for Administration’s main phone lines in accordance with UCSF Health Service Excellence Standards.

5

Other Functions and Responsibilities

• Serves as a resource in response to patient and public inquiries, issues and concerns. Such inquiries/issues/concerns are often non-routine in nature, requiring research, independent judgment and/or innovation to resolve.

• Maintains a solid working knowledge of the organization, personnel and function of each department reporting to the CNE as well as the organization’s mission, vision and values.

• Coordinates and collaborates on various UCSF Health projects as assigned.

• Performs other duties as required.

100%

Required Qualifications

• Minimum 5 years executive level administrative experience if bachelor’s prepared or minimum 10 years executive level administrative experience if no degree
• Ability to perform increasingly challenging administrative tasks within a complex organization with minimal supervision.
• Intermediate to advanced knowledge of common organization-specific computer applications (i.e.: Microsoft Office: Excel, Outlook, Powerpoint, Word) and a willingness to learn and implement new applications.
• Strong analytical / problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Advanced service orientation.
• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing.
• Ability to multi-task with demanding timeframes.\
• Ability to use a high level of discretion and maintain all confidentiality.
• Small to mid-level project management skills.
• Must be able to perform increasingly challenging administrative and project tasks within a complex organization with minimal supervision

Preferred Qualifications

• Bachelor's degree in related areas and / or equivalent experience / training.
• Knowledge of medical centers, campus, and other academic medical center setting
• Advanced knowledge of the organization's processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Advising and counseling skills.