Administrative Assistant III

Temporary Employment Program

Temporary Employment

70041BR

Job Summary

The Administrative Assistant position provides administrative support for faculty members in the Department of Microbiology and Immunology.  The position is a hybrid role which will require the employee to be on-site 5 days a week for the first month for on-site training and then transition to a hybrid schedule of MWF remote and TTH on-site.  On-site days may increase depending on the needs of the unit. The individual will be responsible for BearBuy purchasing which utilizes the UCSF campus e-Procurement system used for purchasing goods and services, submitting reimbursements through MyExpense, and providing general faculty support.

Key Responsibilities: 

• Order all laboratory supplies and act as the Bearbuy requester for the labs for all orders
• Liaising with HHMI for ordering of supplies with HHMI funds and for matters relating to HHMI personnel
• Ordering supplies and identifying/seeking discount opportunities when available
• Update lab wiki regarding lab administration-related matters
• Assist with trainee on-boarding
• Process check requests, subscription renewals, and travel reimbursements for faculty, fellows and students
• Create and maintain tracking system for check requests and reimbursements
• Provide administrative support for faculty members
• Coordinate calendar of activities for the PIs, a multifaceted and complex task because of the diversity of our efforts in research, teaching and public outreach
• Coordinate grant preparation, collect information, references and biographical profiles
• Liaison between faculty and department and university grant offices to ensure deadline compliance and proper package preparation
• Assist in formatting applications, assembling the components and routing grants
• Coordinate all documentation regarding laboratory accomplishments – maintaining CVs, providing materials for grant renewals, proofing and submitting manuscripts, providing support and coordination for grant renewals
• Process travel arrangements and coordinate faculty, fellow and student travel arrangements including registration, transportation, and lodging details
• Schedule and record Zoom meetings
• Schedule interviews and seminars for visiting scientists and job candidates
• Prepare and submit purchase requisitions to central purchasing and follows up on these orders
• Provide training to new AAs with BearBuy, MyExpense, Match Exception, calendar invites, HOD, and MyCores
• Utilize Word, Excel, PowerPoint, Filemaker Pro, Acrobat Writer and Gmail to update and maintain files
• Maintain Jawetz library schedule
• Coordinate with Facilities Management to resolve maintenance issues in labs
• Provide purchasing coverage while other AAs are out of the office
• Search journal and UCSF library websites to obtain journal articles for PIs, fellows and students
• Process reimbursements for assigned faculty and lab staff using MyExpense
• Send packages
• Update appropriate lab databases
• Gather and compile information for laboratory protocols applications and renewals for the following committees: Institutional Animal Care and Use Committee (IACUC), Institutional Biosafety Committee (Biological Use Authorization), and Radiation Safety Committee (Radiation Use Authorization)
• Ensures compliance by keeping records and authorized users updated
• Prepare and draft routine and non-routine correspondence and keep appropriate files of important documents.  Maintain file of outgoing correspondence
• Maintain NIH-style biosketches and internal CV materials
• Pick-up and distribute mail to PIs and labs
• Serve as liaison with DSA on safety hazards and requirements in labs
• Schedule meetings and events
• Work with faculty and their lab members to endure compliance with various training requirements
• Serve as Bearbuy Requester
• Follow-up on monthly match exceptions for assigned labs
• Collect packing slips for all orders and file them in appropriate folders
• Assign POs for Federal Express invoices and submit for payment 
• Submit work orders to Facilities Management for any building issues (i.e. heating, light bulbs, locks, etc) 
• Place all 10th floor general lab supply orders
• Floor Warden duty for HSE10 admin suite
• Manage departmental websites and lab websites
• Manage conference room HSE 402 (Jawetz Library)
• Prepare Emergency Action Plans for the department
• Other duties as assigned

Department Description

UCSF’s Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Required Qualifications

• High school education/GED and three years of related experience, or equivalent combination of education and experience
• Ability to complete all tasks with detail and precision
• Experience with prioritizing and multitasking
• Proven ability to work effectively with a wide variety of individuals and perform as part of a team
• Excellent demonstrated record of attendance and reliability
• Ability to use good judgment and discretion, and work independently under the pressure of multiple deadlines

Preferred Qualifications

• Excellent computer skills and familiarity using different operating systems as well as office applications (including Internet and e-mail, Microsoft Excel, Word, PowerPoint)
• Familiarity with UCSF Systems such as Huntington Business Systems (HBS), WebNow, BearBuy, MyExpense, Connexus, Adobe Suites, Drupal

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Job Code and Payroll Title

004722 BLANK AST 3

Job Category

Administrative Support, Professional (Non-Clinical), Support Services, Temporary Employment

Bargaining Unit

Teamsters Local 2010 – Clerical and Allied Services Unit (CX)

Employee Class

Temporary Employment

Appointment End Date

28-Feb-2023

Location

Hybrid, Parnassus Heights (SF)

Additional Shift Details

Flexibility Available – Monday – Friday, days 8:30am-5:30pm Hybrid position on-site/remote work