Administrative Associate

Employment Duration: 3 months (w/ potential for extension)

The Administrative Associate independently provides administrative support for the Zuckerberg San Francisco General Hospital (ZSFG) Division of the UCSF Department of Obstetrics, Gynecology, and Reproductive Sciences. The position manages a variety of ongoing administrative operational issues of moderate scope, including analyzing and resolving short-term and long-term operational problems.

The position supports the division's medical education programs by coordinating administrative logistics for residents, medical students, and fellows, including onboarding, onsite support, and offboarding. Responsibilities include ensuring required training and compliance, coordinating badges, parking passes, scrubs, meal cards, and EPIC access, and providing real-time support for trainees.

The role also provides general administrative support for the division, including mail and deliveries, facilities and space management, IT and equipment coordination, purchasing and reimbursement support, event planning, faculty administrative support, backup reception, and emergency preparedness activities.

The Administrative Associate reports to the division's Assistant Director of Administration and works closely with the division's medical education coordinator and medical education program directors.

• Coordinate all administrative tasks and logistics associated with onboarding residents, medical students, and fellows.
• Ensure trainees complete all required onboarding activities and meet UCSF and SFDPH compliance requirements.
• Coordinate physical and system access, including badges, parking passes, scrubs, meal cards, required training, and EPIC access.
• Orient trainees regarding administrative policies and procedures.
• Collaborate closely with the medical education coordinator and residency, fellowship, and clerkship leadership to anticipate needs and resolve issues.
• Serve as the primary onsite administrative contact for residents, fellows, and medical students by providing logistical information and resolving day-to-day issues.
• Support visitor reception, mail and package distribution, conference room coordination, facilities requests, key and badge administration, loaner computer management, onboarding logistics for visitors and volunteers, and general operational troubleshooting.
• Administer purchasing, accounts payable, accounts receivable, vendor setup, purchase orders, and employee and trainee reimbursements using UCSF systems.
• Provide administrative support for faculty, including scheduling complex meetings, coordinating travel, planning events, proofreading documents, updating curriculum vitae, and supporting faculty meetings.
• Support departmental space planning, communications, equipment inventories, technology coordination, office moves, records management, telephone administration, and emergency preparedness activities.
• Participate in activities that advance the UCSF PRIDE Values and Principles of Community and support the division's efforts to cultivate belonging, broaden perspectives in medicine, and ensure every person is treated with dignity and respect.

• Three or more years of proven experience providing general administrative support in a professional environment.
• Strong proficiency with Microsoft Word, Excel, Outlook, and the ability to learn new software applications quickly.
• Exceptional scheduling and calendaring skills.
• Demonstrated ability to organize work, prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Excellent attention to detail.
• Ability to exercise sound judgment and work independently.
• Excellent verbal and written communication and interpersonal skills.
• Demonstrated ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work effectively in a team environment, demonstrate UCSF PRIDE values, and adapt to changing priorities.
• Demonstrated reliability and excellent attendance.

• Bachelor's degree in any field and/or equivalent experience or training.

The final salary and offer components are subject to additional…