204 Administrative Staff jobs in Belmont

Administrative Associate

Dean of Research, Stanford, California, United States

New

Administration

Post Date 3 days ago

Requisition # 107015

The Department of Environmental Health and Safety (EH&S) at Stanford University supports and advances teaching, learning and research activities at Stanford by promoting a safe and healthy campus environment. Our mission is to provide and coordinate programs and services that minimize safety, health, environmental, and regulatory risks in a manner consistent with fiscal and environmental stewardship. We are comprised of 9 technical groups, with more than 50 specialists who work in the field with top researchers, faculty, staff, and students to support the mission and research of Stanford University. The work environment is team-oriented, collaborative, deadline-driven, and dynamic.

In addition to providing routine EH&S program services, our staff provides support as needed during University emergencies. All EH&S staff are to comply with governmental regulations and University policies and procedures regarding health and safety and are expected to serve as strong models and advocates for research health and safety.

Our VPDoR Diversity Journey :

• We create a hub of innovation through the power of diversity of disciplines and people.

• We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

• We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community.

• We promote a culture of belonging, equity, and safety.

• We embed these values in excellence of education, research, and operation.

EH&S is seeking an Administrative Associate to provide excellent administrative and operational support to our departmental and university faculty, staff, students, and visitors. Working under the general supervision of the EH&S Facilities Operations Manager, you will become familiar with our numerous operational programs and move forward the essential and impactful work our staff undertake. We encourage applications from individuals from diverse experiences and backgrounds, broadly defined. This is an exciting time for a motivated, outcomes-oriented individual to join our department and to make an immediate impact to Stanford community's health and safety.

In this role, you will:

• Respond to inquiries then determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.

• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.

• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.

• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.

• Maintain approved content on websites.

• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.

• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

Additionally, you will :

• Greet visitors, assist callers, and serve as the first point of contact for the department

• Manage mail, packages, and deliveries

• Perform closing duties including restocking kitchens, forwarding phones, etc.

• Track completion of required training.

• Data Entry, spreadsheet maintenance, and electronic files support as needed.

• Track facility and/or office equipment, such as keys, vehicles, and projectors, via logs, and schedule repairs as needed with the Stanford Building, Grounds, and Maintenance shops, including the Fleet Garage, and external vendors

• Support the Environmental Protection program with buying, paying and purchasing needs, vendor communication and staff support.

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and three years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Proficient computer skills and demonstrated experience with office software and email applications, particularly with the Microsoft Office suite and Slack.

• Demonstrated success in following through and completing routine tasks.

• Strong organizational skills and attention to detail.

• Strong verbal and written communication skills.

• Excellent customer service and interpersonal skills.

• Ability to prioritize and multi-task.

Other Preferred Knowledge, Skills and Abilities:

• Absolute punctuality and reliability; this is a front desk position and you must be available for our staff and visitors.

• Excellent customer service skills, including strong interpersonal skills, with the ability to initiate, develop, and maintain positive, strong and collaborative relationships with a wide variety of individuals within the department and the campus community, and with external organizations

• Have a valid California Driver's License, or willingness and ability to obtain one.

PHYSICAL REQUIREMENTS : *

• Constantly perform desk-based computer tasks.

• Frequently sitting.

• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully,

• use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.

• Rarely twist/bend/stoop/squat, kneel/crawl.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

WORK STANDARDS:

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,

The expected pay range for this position is $31.97 to $37.96 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on a wide range of factors that are unique to each candidate including but not limited to geographic location, knowledge, skills and abilities, relevant education, depth and breadth of experience, performance; as well as other business and organization needs such as (but not limited to) the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the unit, department and reporting relationships.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Ourcultureandunique perksempower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

• A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

• Discovery and fun. Stroll through historic sculptures, trails, and museums.

• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting acontact form.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Additional Information

• Schedule: Full-time

• Job Code: 4097

• Employee Status: Regular

• Grade: E

• Requisition ID: 107015

• Work Arrangement : On Site

Neurology

Full Time

83713BR

Job Summary

The Administrative Analyst (AA) is a member of the Department of Neurology's Administrative Core Team (ACT). The incumbent will apply departmental and institutional policies, procedures, and knowledge to accomplish multiple projects, assignments, and tasks of mild to moderate scope and complexity. The AA will work mostly independently in areas that include but are not limited to, finance, purchasing, HR ticketing, supporting department committees, scheduling and programmatic support in special projects, coordination of visiting professors, and general event planning. As a member of ACT and supervised by the Administrative Core Team Manager, the AA will be supporting the central functions of the department and the department's leadership including division chiefs.

This is a hybrid position with one to three days a week in the Mission Bay office.

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

The salary range for this position is $29.05 - $53.50 (Hourly Rate).

To learn more about the benefits of working at UCSF, including total compensation, please visit:

Department Description

The Department of Neurology is a teaching, research, and clinical care unit within the School of Medicine (SOM). The Department of Neurology is a large, multi-site department, with locations including Mission Bay, Parnassus, Mt. Zion, ZSFG, VAMC, and the Gladstone Institutes, and is affiliated with the UCSF Weill Institute for Neurosciences. The department is constructed of 14 administrative divisions with 11 clinical specialties. The department has 250+ faculty and academic employees, 300+ staff positions, and 182 trainees including: residents (50), clinical fellows (47), and postdoctoral scholars (85).

Required Qualifications

• Bachelor's degree in a related area and one or more years of related experience; and/ or equivalent experience / training.
• Intermediate to advanced knowledge of Microsoft Office Suite
• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff, faculty, trainees, and high-profile individuals verbally and in writing.
• Ability to use discretion and maintain confidentiality in all matters.
• Possess excellent organizational skills and the ability to multi-task with demanding timeframes.
• Ability to work effectively with others, including those with diverse perspectives
• Strong ability to remain composed and graceful under the pressure of deadlines, high-stakes projects, and emotionally-charged individuals

Preferred Qualifications

• Working knowledge of university-specific policies, applications, and programs.
• Progressive experience of administrative support in an academic institution
• Advanced level of writing and editing, especially related to research or academic matters
• Strong ability to balance the needs of multiple stakeholders and pivot between multiple tasks
• Working knowledge of graphics and creative programs such as Adobe Creative Suite
• Working knowledge of website management and maintenance
• Adept with technology and quick learner of new technology
• Previous experience in the UC system

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.

Organization

Campus

Job Code and Payroll Title

004263 ADMIN OFCR 2 CX

Job Category

Administrative Support

Bargaining Unit

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

Employee Class

Career

Percentage

100%

Location

San Francisco, CA

Campus

Mission Bay (SF)

Work Style

Hybrid

Shift

Days

Shift Length

8 Hours

Additional Shift Details

Monday-Friday, 8am-5pm

Neurology

Full Time

83713BR

Job Summary

The Administrative Analyst (AA) is a member of the Department of Neurology's Administrative Core Team (ACT). The incumbent will apply departmental and institutional policies, procedures, and knowledge to accomplish multiple projects, assignments, and tasks of mild to moderate scope and complexity. The AA will work mostly independently in areas that include but are not limited to, finance, purchasing, HR ticketing, supporting department committees, scheduling and programmatic support in special projects, coordination of visiting professors, and general event planning. As a member of ACT and supervised by the Administrative Core Team Manager, the AA will be supporting the central functions of the department and the department's leadership including division chiefs.

This is a hybrid position with one to three days a week in the Mission Bay office.

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

The salary range for this position is $29.05 - $53.50 (Hourly Rate).

To learn more about the benefits of working at UCSF, including total compensation, please visit:

Department Description

The Department of Neurology is a teaching, research, and clinical care unit within the School of Medicine (SOM). The Department of Neurology is a large, multi-site department, with locations including Mission Bay, Parnassus, Mt. Zion, ZSFG, VAMC, and the Gladstone Institutes, and is affiliated with the UCSF Weill Institute for Neurosciences. The department is constructed of 14 administrative divisions with 11 clinical specialties. The department has 250+ faculty and academic employees, 300+ staff positions, and 182 trainees including: residents (50), clinical fellows (47), and postdoctoral scholars (85).

Required Qualifications

• Bachelor's degree in a related area and one or more years of related experience; and/ or equivalent experience / training.
• Intermediate to advanced knowledge of Microsoft Office Suite
• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff, faculty, trainees, and high-profile individuals verbally and in writing.
• Ability to use discretion and maintain confidentiality in all matters.
• Possess excellent organizational skills and the ability to multi-task with demanding timeframes.
• Ability to work effectively with others, including those with diverse perspectives
• Strong ability to remain composed and graceful under the pressure of deadlines, high-stakes projects, and emotionally-charged individuals

Preferred Qualifications

• Working knowledge of university-specific policies, applications, and programs.
• Progressive experience of administrative support in an academic institution
• Advanced level of writing and editing, especially related to research or academic matters
• Strong ability to balance the needs of multiple stakeholders and pivot between multiple tasks
• Working knowledge of graphics and creative programs such as Adobe Creative Suite
• Working knowledge of website management and maintenance
• Adept with technology and quick learner of new technology
• Previous experience in the UC system

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.

Organization

Campus

Job Code and Payroll Title

004263 ADMIN OFCR 2 CX

Job Category

Administrative Support

Bargaining Unit

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

Employee Class

Career

Percentage

100%

Location

San Francisco, CA

Campus

Mission Bay (SF)

Work Style

Hybrid

Shift

Days

Shift Length

8 Hours

Additional Shift Details

Monday-Friday, 8am-5pm

The Judicial Council of California is accepting applications for the position of Administrative Specialist for Facilities Services.

The Administrative Specialist will provide administrative support to the Project Management unit. The incumbent supports the administration of programs, processes, and procedures associated with capital outlay projects. Duties include data entry; collecting, formatting, and distributing reports, drafting correspondence; coordinating meetings and arranging travel and processing travel expense claims, prepare agendas; taking meeting minutes, and other tasks as assigned.

The Judicial Council

The Judicial Council of California is the policy setting body for the state court system and has constitutionally conferred statewide rule-making authority. This authority includes developing, advocating for, and allocating the judicial branch budget. A majority of Council members are California state justices and judges; however, the Council also includes lawyers, legislators, and court administrators.

By enhancing its role as a leadership, knowledge, and service resource for the judicial branch, the Judicial Council's staff organization seeks to continue to evolve as one of California's most dynamic public service entities, focused on improving access to justice for all Californians by innovating and responding to the changing needs of the courts and the public. As a government body charged with improving the statewide administration of justice, the Judicial Council has multiple offices with diverse responsibilities relating to court policy and operations. As employees of the council, every member of staff should view and approach their work as one Judicial Council with a public service mission that is greater than the sum of its parts.

The Judicial Council strives for work life balance and includes substantial vacation and holiday time. In addition, we offer an excellent benefits package including pension, medical, dental and vision coverage, flexible spending, up to $130 per month reimbursement for qualifying commuting costs , and retirement savings plans. In Sacramento, the office is located minutes from downtown, just north of Discovery Park.

The Judicial Council offers hybrid work arrangements for many positions. The successful candidate will be expected to work in person at the Judicial Council's San Francisco or Sacramento office at least two days per week, based on their office leader's direction, and reside in the areas surrounding these locations.

Responsibilities

General administrative support:

• Extensive calendaring using Outlook, with particular emphasis on scheduling meeting requests; resolving scheduling conflicts, shifting appointments and meetings in consultation with other parties as needed. Independently and proactively identifies calendar conflicts on short- and longer-term basis.
• Frequent use of Word and Excel requiring high-level proficiency and extensive knowledge of application's functionalities. Periodic use of Access, PowerPoint, and Visio, requiring above average proficiency in use and familiarity of applications' functionalities.
• Draft routine correspondence, memos, letters, and other written correspondence for principal manager and unit staff.
• File and keep organized contracts, amendments, requisitions, and written correspondence. Organize and maintain various files; purge files as needed.

• Routing of invoices for approval. Log invoices into FI$al and work with budget analyst to put invoices on track to be paid timely. Research, when required, to confirm billing and fund code are correct and is as stated on the contract.
• Process requisitions, agreements, contracts, and amendment requests.
• Record, track, evaluate, and maintain fiscal records such as invoices, purchase orders, and contracts for accuracy, completeness, and compliance.

• Research information for various work product or background references via staff inquiries, internet/intranet search, network drives, CAFM, SharePoint, and other information sources. Incorporation of data and editing multiple sources of information into reports of moderate complexity.
• Follow-up with staff on information requests for development of reports, presentation, and other documents. Edit contributions into seamless deliverable.
• Retrieves, revises and reconstructs previous reports and report materials periodically and in response to requests for information on Facilities Services programs, projects, initiatives, etc.

• Coordinate meeting logistics, on-site and off-site activities, including travel airline/hotel reservations, transportation, and off-site meetings request for block of rooms.
• Work with Analyst to preparing and distribute meeting documents/reports.

• Health/Dental/Vision benefits program
• 14 paid holidays per calendar year
• Choice of Annual Leave or Sick/Vacation Leave
• 1 personal holiday per year
• Up to 130 per month reimbursement for qualifying commuting costs
• CalPERS Retirement Plan
• 401(k) and 457 deferred compensation plans
• Employee Assistance Program
• Basic Life and AD&D Insurance
• Flex Elect Program
• Pretax Parking
• Long Term Disability Program (employee paid/optional)
• Group Legal Plan (employee paid/optional)

Are you someone who thrives in a dynamic office environment? Are you ready to take on the exciting challenge of being the backbone of our administrative operations? If you're looking for a role where your exceptional organizational skills and attention to detail will shine, then this full-time Administrative Specialist position at Quality Mobile Home Services in Pleasanton, CA is perfect for you!

This full-time position offers a competitive wage ranging from $20 to $22 per hour , depending on experience. Your typical schedule will be 7:00 AM - 3:30 PM, Monday - Friday.

But that's not all we offer! You can also enjoy these excellent benefits and perks :

• Cellphone allowance
• Health insurance contributions
• Weekly pay
• Supplemental health insurance offered
• And more

• Proficiency in Microsoft Office
• Excellent verbal and written communication skills
• Ability to prioritize tasks and meet deadlines
• Must have experience in an office environment

This position is a one-year role, with the potential to be extended.

UCSD Layoff from Career Appointment : Apply by 7/22/25 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 8/01/25. Eligible Special Selection clients should contact their Disability Counselor for assistance.

The Administrative Fellowship at UC San Diego Health is a one-year program that provides on-the-job training in the skills and responsibilities required of an administrator in a major academic health system. The Fellow reports directly to the Chief Quality and Patient Safety Officer and the Chief Administrative Officer, Cardiovascular Institute, with executive sponsorship by the Chief Operating Officer. The Administrative Fellow assumes increasingly high levels of responsibility by working collaboratively with the Executive Team, administrators, staff, faculty, and other key stakeholders at all levels of the organization on strategic projects and initiatives. The Fellow will have the opportunity to participate in executive meetings, lead committees, participate in day-to-day health system operation, and jumpstart a career in healthcare administration. As a fellow, the individual will be a representative of UC San Diego Health and should exemplify our core values: quality, caring, integrity, creativity, and teamwork.

PRIMARY RESPONSIBILITIES:

Participate in Rotations and Committees across the System

The first phase of the Fellowship consists of rotations through all major departments and service lines within the Health System to educate and orient the Fellow to the organization. The Fellow will rotate with each member of the executive team, meet with department managers and key faculty, participate in committee meetings and councils, shadow organizational leaders, and work on projects. The rotation experience allows the Fellow to experience and observe different managerial styles and develop a better understanding of challenges within an academic medical center.

Lead Projects and Strategic Initiatives

After rotations are complete, the Fellow is encouraged to use the remaining appointment time to focus on projects and management experience based on the priorities of the organization and the specific interests and growth opportunities for the Fellow. In the second half, the Fellow is required to manage higher-level projects with senior leaders and executives that may include:

• Ambulatory or inpatient operations
• Strategic planning
• Business plan development
• Health equity, diversity and inclusion
• Program design and implementation
• Patient flow and capacity management
• Population health and value-based care initiatives
• Policy evaluation and procedure development
• Operational flow processes and workflow analysis
• Financial impact and budget review
• Compliance and regulatory assessment
• Utilization management analysis

Learn from Executive/Senior Mentors

The Fellow will report directly to executive level leaders and is expected to be organized, observant, engaged, and curious to learn the necessary skills and principles to succeed in a career in healthcare administration. The primary goal of these interactions is to develop strong relationships with leaders to help the Fellow succeed post-fellowship. Engage in Professional Development Opportunities and Skill-building

The Fellow is expected to embody integrity and embrace our high-reliability mission by engaging in professional development courses and training, including but not limited to ACHE Congress, Lean Six Sigma Training, HR Professional Development Courses, and Epic Training.

• Obtained or will have obtained a graduate degree (MHA, MHSA, MBA, MPH, MSN, or equivalent) between July 1, 2025 and July 1, 2026.

• Graduate school GPA of 3.5 or higher.

• Excellent ability to communicate effectively in both written and verbal presentations.

• Resume/CV

• Two letters of recommendation, one from each of the following:

  • Academic
  • Professional

• One-page, single-spaced personal statement which addresses career goals, why you are applying to UC San Diego Health, and what you hope to gain from the Administrative Fellowship program.

• Graduate School Transcript(s); must be official document(s), and must be uploaded to the UC San Diego Health portal at the time of application submission by Monday, September 8th 2025 at 11:59pm PDT.

For Submission Purposes:

Please follow these guidelines when submitting the above documents to our application portal:

• Consolidated PDF of a current resume and official graduate school transcript uploaded to the "Resume" section

• Consolidated PDF of personal statement and two letters of recommendation uploaded to the "Cover Letter" section

If you experience difficulties uploading your Graduate School Transcript and Letters of Recommendation, please email your documents to , referencing #136054 Administrative Fellow.

• Build effective relationships with stakeholders of all levels, including staff, Directors, Administrators, Executives, and external partners.
• Manage, plan, and administer a range of administrative operations and projects, including budgetary financial management, human resources, marketing and communication, resource allocation, supply chain, IT, facilities, etc.
• Independently use healthcare skills such as data analysis, financial analysis, project management principles, and strategic planning.
• Perform effectively in a fast-paced environment and thrive in a deadline-driven environment.
• Assess medium to complex situations, identifies desired improvements, works with clients to address issues and implement solutions in alignment with strategic goals.
• Understand and utilize the concepts of lean methodology.
• Develop advanced PowerPoint presentations, proficiently use Microsoft Office, and learn new software and management tools, as needed.

• Employment is subject to a criminal background check and pre-employment physical.
• Must be able to work various hours and locations based on business needs.

Pay Transparency Act

Annual Full Pay Range: Unclassified - No data available (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: Unclassified - No data available

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and and dozens of outpatient clinics. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California's Anti-Discrimination Policy, please visit:

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Posted : 7/17/2025

Job Reference # : 136054

Job Description

Are you a proactive and highly organized individual who thrives in a dynamic environment? We’re seeking an Administrative Assistant to support our executive team and help manage daily office operations. This is a key role that keeps our business running smoothly—ensuring that tasks are completed, priorities are tracked, and the office remains efficient, well-organized, and welcoming.

This role goes beyond traditional admin work. You'll be the central point of coordination for our operational and administrative activities, working closely with both leadership and staff to foster a productive and positive work environment.

• Oversee the daily operations of the office to ensure efficiency and organization.

• Provide administrative support to leadership and operational teams.

• Manage office supplies, inventory, equipment, and vendor relationships.

• Handle internal and external office-related inquiries with professionalism.

• Schedule and coordinate meetings, appointments, and company events.

• Prepare agendas, meeting notes, and follow-up action lists.

• Track tasks, follow-ups, and deadlines to ensure accountability across teams.

• Assist in onboarding new employees, including setting up workspaces and coordinating access to systems.

• Maintain internal documentation, templates, and records in Microsoft 365 and SharePoint.

• Support various departments with document formatting, communication, and coordination needs.

Qualifications:
Qualifications

Required:

• 2–4 years of experience in an administrative assistant, executive assistant, or office coordinator role.

• Proficiency with Microsoft 365 , including Teams, Outlook, Word, Excel, PowerPoint, and SharePoint .

• Strong organizational skills with the ability to manage multiple priorities and follow through on tasks.

• Excellent written and verbal communication skills.

• High level of professionalism, discretion, and reliability.

• Strong attention to detail and accuracy in scheduling, documentation, and communication.

• Ability to work independently and collaboratively in a fast-paced environment.

• Comfortable learning new software tools and working with technology platforms.

Preferred:

• Experience in a technology company , professional services firm , or fast-paced office setting .

• Familiarity with Microsoft Planner , To Do , Forms , or other task management tools.

• Basic understanding of office IT systems or ability to coordinate with IT for setup/support.

• Prior experience supporting senior leadership or multiple departments simultaneously.

• Associate or Bachelor’s degree in Business Administration, Communications, or a related field.

Additional Information

• Office Operations & Support

• Oversee day-to-day office operations to ensure a clean, efficient, and well-organized work environment.

• Manage office supplies, equipment, vendor relationships, and service providers.

• Serve as the primary point of contact for internal office-related requests and external inquiries.

• Coordinate office maintenance, shipping/receiving, and space organization.

• Administrative Support

• Provide direct administrative support to executives and department leads.

• Manage calendars, schedule meetings, coordinate travel, and prepare meeting materials.

• Track tasks, follow-ups, and due dates to ensure team accountability and timely completion.

• Prepare, format, and edit documents, reports, and presentations as needed.

• Meeting & Event Coordination

• Schedule and organize internal meetings, client calls, and offsite events.

• Manage meeting logistics, prepare agendas, take notes, and track action items.

• Coordinate company-wide events, team gatherings, and employee recognition activities.

• Technology & Tools

• Maintain digital organization using Microsoft Teams, SharePoint, OneDrive, and Outlook.

• Create and manage shared folders, access permissions, and internal documentation templates.

• Assist in onboarding new hires, including account setup and system access coordination.

• Team & Culture Enablement

• Help reinforce a positive, collaborative workplace by being a reliable point of contact.

• Support internal communication efforts such as reminders, announcements, and updates.

• Act as a liaison between departments to ensure smooth collaboration and task handoffs.

Working Title: Office Associate
Schedule: M-F 0830-1700 ONSITE
Location: 744 52nd Street, 3rd Floor, Oakland, CA 94609

What specific experience, background, and/or qualifications are you looking for in candidates for this position?

Obtain and issue authorizations and referrals as needed for clinic, ED, inpatient and surgical procedures as needed.

1 year experience in medical field, knowledge of contracted payers, insurance eligibility.

Please verify any certificates and/or licenses required for the position, if applicable: N/A

Job Description:
The purpose of this position is to provide secretarial and clerical support to a department. This position functions independently in carrying out standard and complex office procedures and relating to other physician offices, providers, and families. Act as primary contact between hospital personnel, employees, vendors, managers and administration.

Duties and Responsibilities:
Essential Functions:

1. Prepares Clinic Charts
2. Review and process all incoming referrals via facsimile and RMO system
3. Greets families, answers questions, and direct families to other areas of the hospital
4. Gathers accurate patient's demographic information.
5. Schedules appointments for patients, as directed by departmental policies.
6. Verifies insurance eligibility
7. Maintains knowledge of contracted payers and other revenue sources
8. Register patients via Meditech for appointments.
9. Process all patient billing according to hospital policy
10. Receive and post payments according to hospital policy
11. Assist families with completion of forms (Medical records request, medical clearance for surgery as needed, immunization request, etc.)
12. Obtain and issue authorizations and referrals as needed for clinic, ED, inpatient and surgical procedures as needed
13. Support phone queue
14. Maintains schedules
15. Continue to develop professional education and updates skills regularly.
16. Participates in conferences and departmental meetings as required
17. Arrange interpreter services as needed.
18. Demonstrates the ability to work under pressure, with constant interruptions.
19. Complies with established departmental policies and procedures, objectives, quality assurance program, customer service, safety, environmental and infection control standards

Supervisory/Management Responsibilities:
None

Communications Required:
Strong verbal and written communication skills; transcription

Decision-Making Required:

Problem-Solving Required:
Able to be an effective problem solver through active problem identifications and collaboration with other staff, physicians, providers, insurers, other staff, managers from other departments, and Hospital Administration.
Able to resolve conflicts in a pro-active manner that demonstrates a high level of customer service.

Financial Responsibilities:

Competencies:

Knowledge, Skills, and Abilities:
Able to promote a constructive and positive atmosphere within the work area by demonstrating the ability to cooperate with and assist physicians and other staff.
Able to remain flexible in staffing patterns and resolution of staffing conflicts; the ability to be a team player.
The ability to use appropriate organizational skills in setting priorities for work.

Technical Knowledge:
Personal computer knowledge and skill preferably with Microsoft Office
Minimum typing speed of 55 wpm

Minimum Education:
High School Diploma, GED, or equivalent

Education Notes:

Minimum Experience:
2 years experience in Physician, Medical office or Hospital setting.

License Required:
No license required

Certification Required:
No certification required

Registration Required:
No registration required

Physical Requirements:
Sit: Up to 8 hours/day
Stand/Walk: 3-6 hours
Bend/Stoop: Up to 3 hours
Reach: Up to 3 hours
Rep Use of UE/Grasp: Up to 8 hrs
Lift/Push/Pull: 15 lbs

This job requires the ability to hear alarms clients and/or instruction. The ability to see accurately from 20 inches to 20-ft. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function of this position.

Working Title: Administrative Officer 3
Location: ONSITE Parnassus; occasional travel to MZ and MB as needed with advanced notice
Schedule: M-F 0800-1700
What specific experience, background, and/or qualifications are you looking for in candidates for this position? Strong project management, calendar management, office suites, teams, understand lean principles.

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

This position supports the Chief Operating Officer of Adult Services (COO, Adult Services) who is responsible for providing oversight across several clinical services departments (medical, diagnostic and therapeutic) and plays an integral role in defining and implementing UCSF's strategic growth endeavors. Administrative oversight includes developing objectives and policies, reviewing organization's budget, evaluating performance of departments under direction as well as performance of key management personnel, and evaluating requests for new or additional services or programs. Activities also include contributing to strategic planning and directing all activities of clinical professional services departments through management staff. The COO, Adult Services is tasked with the financial and operational performance of their areas of oversight, ensuring that services operate efficiently and that they provide the highest quality of care and service.

The Administrative Officer provides high-level executive support to the Chief Operating Officer (COO) of Adult Services, ensuring efficient operations across multiple clinical departments. They manage complex scheduling, coordinate strategic meetings, and serve as a key liaison between leadership, faculty, and external partners. This role involves handling confidential communications, tracking performance metrics, supporting budget reviews, and assisting with operational and strategic initiatives. Additionally, they facilitate cross-departmental coordination, oversee logistics for special projects, and ensure compliance with institutional policies. By streamlining administrative processes, they enable the COO to focus on high-level decision-making, strategic growth, and the continuous improvement of clinical services.