Administrative Assistant

The Administrative Assistant serves as an administrative and analytical resource for the Office of the Chair in the Department of Surgery and its senior executives which includes the Department Chair, Associate Chair of Finance and Administration, Chief Operating Officer and Chief of Staff. The incumbent will be expected to manage a range of duties and responsibilities associated with the administrative functions within the Chair’s Office as well as duties related to the administrative, research and clinical roles of the Chair and Chair’s Office executives. Some key responsibilities include oral communication on behalf of the Chair and the Department, academic writing on behalf of the Chair including letters of recommendation/support, peer references, correspondence with faculty, official letters & memos to the SOM Dean’s Office, SOM Chairs and other high level Campus contacts and Medical Center leaders. The incumbent will be required to independently (with minimal supervision) produce visual aids, i.e., prints and slide presentations of figures and tables, computer graphics, and photocopying of materials for major meetings.  Coordinate and support editorial responsibilities for scientific and clinical publications, including library and online searches, manuscript preparation, and management of bibliographic materials using EndNote software (relevant literature, subscriptions to journals, etc.). 

They're responsible for orchestrating complex multi-site travel schedule involving both national and international locations. The incumbent will also assist the Chair’s Office Administrative Team in planning department wide events, managing the department website and other special projects.

The Administrative Assistant will be called to assist with critical departmental HR & Onboarding responsibilities including credentialing and privileging of its faculty through the UCSF Medical Staff Office, assist in the management of the department’s compliance with Medical Staff policies and regulations and assist with human resources activities. In addition, the incumbent will provide assistance in development/fundraising efforts and be the point person for all of our trainee verifications. 

The Surgery Chair’s Office plays a vital role within the School of Medicine and throughout UCSF. This office and its executives regularly communicate with senior leaders from Campus and the Medical Center to coordinate administrative, surgical, research and academic functions critical to the overall mission of the University. In addition, the Department of Surgery partners with dozens of outside medical facilities and hospital groups throughout San Francisco, the greater Bay Area, Southern California and Hawaii to provide surgical and academic (teaching) expertise. This offices’ executives have leadership roles in national and international organizations covering a range of medical & surgical specialties and administrative functions. This position will need to communicate with these groups often representing the executive or the Chair’s Office. 

 Department Overview

The mission of the UCSF Department of Surgery is transforming surgery though creativity, equity and community. Our goals are threefold: to develop the next generation of leaders in surgery; to provide outstanding quality clinical care that is cost effective, yet compassionate; and to make significant advances in scientific knowledge and clinical practice through basic and clinical research. Care of patients is what attracted our faculty and residents to surgery, and it continues to be our main focus. 

The Department is comprised of nine divisions: Cardiac Surgery & Lung Transplantation, General Surgery, Pediatric Cardiothoracic Surgery, Pediatric Surgery, Plastic & Reconstructive Surgery, Surgical Oncology, Thoracic Surgery, Vascular & Endovascular Surgery, and ZSFG Surgery. Our surgeons provide care at locations throughout greater San Francisco including: UCSF Medical Center at Parnassus (Moffitt-Long Hospital), UCSF Medical Center at Mt. Zion, UCSF Medical Center at Mission Bay (UCSF Bakar Cancer Hospital and UCSF Benioff Children's Hospital San Francisco), San Francisco General Hospital and Trauma Center,San Francisco VA Medical Center, Alameda County Medical Center in Oakland and Benioff Children’s Hospital in Oakland. Our residents rotate through UCSF Medical Center as well as multiple outside campuses such as Kaiser Permanente and California Pacific Medical Center.

The Department of Surgery Chair’s Office is an extremely high profile, fast paced environment with a very diverse range of contacts and needs which require an immediate and accurate response, handled with confidentiality and compliance.  The Chair's Office is responsible for management, direction and oversight of over 400 faculty (clinical and research), trainees and staff personnel.