EXEC AST 4

Job Summary

Uses advanced executive administrative and organizational skills, experience, and concepts to provide high-level support to one or more Strategy Vice Presidents and manage highly complex administrative matters and priorities. Executive support, complex calendaring, administrative operations, communications, and information management are the predominant focus of the position. Functions as a gatekeeper for the executives, exercising independent judgment to assess and prioritize issues according to urgency, organizational needs, and executive priorities, and allocating executive time accordingly. Develop and administer systems and processes for managing information, priorities, and communications across multiple executive portfolios. 

Represents the executives in interactions with physicians, staff, and all levels of management across UCSF Health, as well as with external organizations and stakeholders. Serves as a key on-site resource and point of contact for the Strategy team, independently addressing and coordinating day-to-day workplace, facility, and in-person operational needs to support an effective executive and team environment. Regularly handles highly complex, sensitive, and confidential matters requiring discretion, independent judgment, and analysis of issues that may lack precedent or established structure. Functions with a high degree of autonomy, advanced service orientation, and attention to detail, and independently resolve issues in a fast-paced, high-intensity executive environment.

Department Overview

The Strategy Department advances UCSF Health’s strategic priorities through enterprise-wide planning and execution of key initiatives that drive clinical, operational, and reputational performance. The department partners with executive leadership and clinical and operational leaders to develop strategies that enhance patient care, optimize resources, and strengthen UCSF Health’s competitive position. Its work supports long-term organizational alignment between strategy, operations, and institutional goals.

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

20

Direct and independently coordinates the daily administrative operations of the supported VP-level executive offices. Servesas a trusted partner to one to two VP-level leaders, anticipating needs, establishing administrative priorities, resolving operational issues, and ensuring continuity across executive commitments and organizational priorities. Exercises independent judgment in determining appropriate actions and escalation, with limited day-to-day direction.

20

Develops, implements, and continuously improves systems for managing executive information, projects, communications, decisions, commitments, and follow-up.

Establishes processes that ensure accurate and timely responses and provides visibility into outstanding executive and organizational priorities. Identifies gaps or inefficiencies and independently implements solutions to improve executive-office effectiveness.

15

Functions as a strategic gatekeeper for the supported executives, maintaining a comprehensive understanding of executive priorities, organizational responsibilities, and stakeholder relationships. Independently evaluates competing requests; determines urgency and appropriate levelof executive involvement; strategically allocates executive time; and identifies matters that can be delegated, redirected, or resolved without direct executive involvement.

15

Serves fivedays per weekon-site as a primary campus/building liaison and operational representative for the supported executives and their organizations. Independently addresses and coordinates time-sensitive in-person needs; facilitates executive and

leadership activities, visitors, meetings, and events; and serves as a knowledgeable pointof connection betweenexecutive leadership, employees, campus partners, and organizational resources. Identifies and resolves on-site issues and determines when executive involvement or escalation is required.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum 5 years executive level administrative experience 
• Intermediate to advanced knowledge of common organization-specific computer applications.
• Strong analytical / problem-solving skills.
• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes.
• Ability to use a high level of discretion and maintain all confidentiality.
• 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.

Perferred Qualifications
 

• Advanced knowledge of the organization's processes, protocols and procedures.
• Small to mid-level project management skills.
• Advising and counseling skills.
• Knowledge of medical center, campus or other academic medical center setting.