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The administrative associate (AA) independently provides administrative support for the Zuckerberg San Francisco General Hospital (ZSFG) division of the UCSF Department of Obstetrics, Gynecology, and Reproductive Sciences. They handle a variety of ongoing administrative operational issues of moderate scope, including analyzing and resolving both short-term and long-term operational problems.
This position will spend 50% time as the logistics coordinator for the division's medical education programs including the residency program (40 residents), medical student clerkships (~50 third and fourth-year medical students), and fellowships (2 complex family fellows plus fellows from 3-4 other Ob-Gyn divisions). In this role, they will handle all ZSFG-based administrative tasks associated with onboarding, onsite support, and offboarding for trainees. This includes but is not limited to obtaining badges, parking passes, scrubs, and meal cards; ensuring all training and compliance requirements are met including those associated with EPIC; and responding to trainee questions in real time.
During the other 50% time, the AA will manage general administrative issues for the division including but not limited to mail/packages/deliveries; IT and capital equipment inventories; various facilities and space management functions; accounts payable, accounts receivable, and purchasing functions; event planning; administrative support for clinical faculty such as scheduling complex meetings and making travel arrangements; and other onsite support such as backup reception and emergency floor warden duties.
This position is on-site at San Francisco General Hospital four days per week with the possibility of working remotely one day per week per week depending on business needs. The AA reports to the division's Assistant Director of Administration and works closely with the division's medical education coordinator and medical education program directors.
Responsibilities
MEDICAL EDUCATION
25%
15%
10%
GENERAL ADMINISTRATION
10%
10%
10%
10%
5%
Independently handles all administrative tasks and logistics associated with onboarding residents, medical students, and fellows to ZSFG Ob-Gyn. Ensures that trainees have completed all required onboarding tasks in compliance with UCSF and SFDPH rules and are ready to start on their assigned start date. This includes a focus on physical and system access, ensuring trainees have badges, parking passes, scrubs, meal cards, and related items and that they have completed all necessary trainings and obtained EPIC access. Orients and advises fellows, residents, and medical students regarding ZSFG and division administrative policies.
Works regularly and closely with the ZSFG Ob-Gyn medical education coordinator and residency, medical student, and fellow site directors to anticipate needs, prevent issues, and resolve problems in a timely fashion. Works through directors and med ed coordinator to communicate with the Chair's Office medical education staff as needed. May interface with administrative chief residents at ZSFG.
Serves as the primary on-site support person for residents, fellows, and medical students. Disseminates logistical information and answers questions. Resolves ad hoc issues for program learners such as lost or malfunctioning badges or questions about the schedule. Ensures trainees are in compliance with administrative and training requirements at all times.
Serves as a collaborative member of the 6D administrative team, providing onsite support for the following items as well as other onsite operational coverage that may be needed:

• visitor reception
• mail and package delivery
• conference room management, including physical space, scheduling, and A/V
• facilities issues (working with DPH Engineering and EVS as needed), such as physical key administration, locksmith coordination, lockouts, new or lost badges, leaks, kitchen supply maintenance, and other as required
• manage loaner/spare computer program
• assist faculty and staff with IT issues that the employee is unable to resolve directly
• assist with onboarding logistics for visitors and volunteers
• general trouble-shooting

Administers accounts payable, accounts receivable, and purchasing functions for Ob-Gyn department operations at ZSFG.
- Researches options and places orders for furniture, equipment, supplies, food, software licenses, and other goods and services through BearBuy. This includes creating, monitoring, and closing purchase orders with an understanding of UCSF meeting and entertainment policies and procedures.
- Sets up vendors in BearBuy.
- Processes employee and trainee reimbursements[MB1] through MyExpense. Backup reimbursement help for Karen and Marina if they are not available, on leave.
Provides general administrative support for ZSFG Ob-Gyn clinical and research faculty such as scheduling complex meetings, planning and implementing events, proofreading documents, making travel arrangements, and updating curriculum vitae. Assists with faculty meeting logistics as needed. Participates in the development and revision of standard operating procedures and guidelines. Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. Other duties as assigned.
Administers space planning, communications, equipment, and safety functions for Ob-Gyn department operations at ZSFG.

• Assists with electronic access management such as access to EPIC and share drives
• Serves as alternate Zoom host when needed
• Orders IT equipment and supplies including computers, computer accessories, and adapters
• Works with IT and Facilities for installation of technology, IT, and communications equipment.
• Maintains departmental equipment inventories and performs equipment audits, completing UCSF required documentation (e.g., capital asset tags and inventories).
• Coordinates surplus and equipment disposal
• Organizes files for storage or disposal, including serving as expert on file storage guidelines to ensure proper maintenance of records.
• Coordinates and facilitates office moves
• Creates and maintains seating charts and completes annual Archibus survey
• Maintains master list of phone assignments. Assists faculty and staff with phone lines, installation, transfer, disconnection, troubleshooting, etc. Facilitates temporary shutoff of unneeded lines to reduce costs.
• Supports emergency preparedness through duties such as serving as an emergency floor warden, maintaining up-to-date emergency contact lists, distributing emergency plans to faculty and staff, and ordering emergency kits

ZSFG Ob-Gyn is committed to the UCSF PRIDE Values and Principles of Community. This team member will actively participate in campus, school, department, division, and/or program activities that advance and sustain opportunity for all, cultivate belonging and trust, broaden perspectives in medicine, and ensure every person is treated with dignity and respect. The team member will also undertake activities that align with and further the division's intramurally and extramurally funded work to create a more inclusive environment for all.
Qualifications
Required qualifications:

• Bachelor's degree in any area and/or equivalent
• 3+ years of proven experience in general administrative support in a professional environment
• Strong proficiency with standard UCSF office software including MS Word, Excel, and Outlook and ability to learn other software programs quickly as needed.
• Exceptional scheduling/calendaring skills.
• Demonstrated superior attention to detail.
• Demonstrated exceptional skills in organizing work, prioritizing tasks, multitasking, and meeting deadlines.
• Ability to use sound judgment in responding to issues and working independently.
• Excellent communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Proven trustworthiness with regard to confidential and sensitive information.
• Proven ability to work effectively in a team environment, demonstrating the UCSF PRIDE values, and adapt to changing needs.
• Demonstrated excellent attendance and reliability.