Administrative Assistant
Administrative Assistant
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Salary Not Disclosed
1 Vacancy
Job Description
The Division of Infant Child and Adolescent Psychiatry (ICAP) is part of the Department of Psychiatry at Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG).Itsmission is to provide quality culturally tailored and traumainformed mental health services for youth (from birth to age 24) and their families as part of a comprehensive coordinated approach to care across the developmental age spectrum. ICAP programs and services encompassclinic and communitybased direct care and consultation services (within ZSFG clinics daycares schools and other communitybased settings)training and research.
Under general supervision the incumbent supports the ICAP administration office and other operational staff as needed. The positions role involves monitoring and coordination of supplies and equipment for infant Child and Adolescent psychiatry (ICAP) Infant parent program (IPP) services and other divisions as needed.
Under the supervision of the DA the Administrative Assistant III will manage administrative operational clinical and nonclinical aspects of the ICAP. Responsibilities will include facility operations expense reimbursement and invoice review/submissions PO setup database management client file management ordering office and medical supplies filing IT help desk support. This temporary position focuses on administrative assistance for a CYBHI project.
Key Responsibilities
Clinical/Medical Program Support
- Complete referrals and schedule appointments for ICAP clinics.
- Contact patients for reminders and clinicrelated services.
- Provide backup front desk coverage during breaks lunches and other times as needed.
- Greet visitors assess needs and refer them to appropriate sections.
- Serve as the central contact for ICAP division and administrative operations.
- Relay and triage messages to team members faculty and staff as needed.
- Answer phone calls assess needs and transfer calls accordingly.
- Check voicemail and route messages.
- Receive and process incoming packages (FedEx UPS etc.).
- Maintain administrative copiers printers and fax machines as needed.
- Provide administrative support for clinicians and psychiatrists.
- Manage file organization and oversee supply inventory and storage.
- Ensure client database maintenance and generate reports as needed.
- Open and close client charts and check eligibility when necessary.
Facility/Office Management & IT Helpdesk Support
- Organize office layout and order necessary equipment.
- Maintain office conditions and arrange necessary repairs.
- Organize office operations and procedures.
- Provide firstline IT support for users with technology issues.
- Submit work orders for facilities (e.g. painting electrical locks EVS movers engineering) via ZSFG Hospital and UCSF.
- Act as telecommunications liaison handling phone service requests (installation upgrades voicemail moves).
- Maintain the space database for the ICAP Division.
- Manage onboarding for new staff including work order submissions for accounts phone/IT setup and space assessments.
- Take meeting minutes and distribute them.
- Order and track IT/AV equipment.
- Assist with event planning for the division including Staff Appreciation Holiday Farewell and Welcome events.
- Handle event logistics such as food orders room setup signin sheets reimbursement requests via MyExpense and flyer distribution.
Accounting/Financial Responsibilities
- Receive submit track and distribute office supply requests.
- Use BearBuy for office supply procurement.
- Coordinate with Finance Purchaser to maintain adequate supply levels.
- Manage product registration and warranties.
- Update and distribute the Staff Directory.
- Disburse and track taxi vouchers for the center.
- Reconcile monthly taxi voucher bills per program and provide accurate billing information to the Administrator.
Administrative Support
- Order inventory distribute and store agency office supplies for the clinic.
- Provide general administrative support to the program.
- Answer telephones distribute mail and faxes and handle filing.
- Assist with all office functions as needed.
- Complete other duties as assigned.
The final salary and offer components are subject to additional approvals based on UC policy.
To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS NonAcademic Titles Search( note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role. For roles covered by a bargaining unit agreement there will be specific rules about where a new hire would be placed on the range. To learn more about the benefits of working at UCSF including total compensation please visit:
Qualifications
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.
Department Description
UCSFs Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various offcampus 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.
About UCSF
The University of California San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research graduatelevel education in the life sciences and health professions and excellence in patient care. It is the only campus in the 10campus UC system dedicated exclusively to the health sciences. We bring together the worlds 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
Join us to find a rewarding career contributing to improving healthcare worldwide.
Employment Type
Full Time
Key Skills
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