Executive Assistant

San Francisco - 180
University Development – Cancer Programs
Full Time
The Executive Assistant provides administrative, program support, and functions as a project manager for the Cancer Programs team. Reporting to the Executive Director (ED), this role acts as the external face for the team. Responsibilities support the major gift fundraising efforts for University cancer initiatives, including all aspects of cancer treatment and research. This position is the principal liaison between the ED and University Development and Alumni Relations (UDAR) units, campus departments, and external constituencies and provides executive assistance to the ED, performing high-level coordination of communications and materials. This position requires working with confidential donor information and the incumbent is expected to maintain confidentiality. In this role, you will perform a variety of administrative functions for the Executive Director, including calendaring, proposal drafting, and managing expenses. Expert calendaring skills are essential for this role, as well as demonstrated proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).

Required Qualifications

    • Knowledge of a variety of administrative operational activities such as events planning, basic fundraising processes, risk management planning, accounting, contracts and grants regulations and guidelines
    • At least 3-5 years’ experience in administrative operations or executive support roles
    • Analytical / problem-solving skills
    • 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
    • Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills
    • Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies; both verbally and in writing
    • Strong skills in analyses and complex problem-solving
    • Ability to multi-task with demanding time frames
    • Ability to use high-level discretion and maintain a high level of confidentiality
    • At least 2 years’ experience planning and executing events
    • Proven proficiency with Microsoft Office, including Outlook, Word, Excel and PowerPoint and familiarity with communication/publication software such as Adobe InDesign

Preferred Qualifications

    • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management
    • Experience in project management in a complex environment, preferably higher education or healthcare organization.
    • Experience working with donor databases or CRM systems, such as Advance or Salesforce

Note that this position is designated as critical; Live Scan fingerprinting and background check are required.

The UCSF Foundation and the Office of University Development and Alumni Relations (UDAR) are responsible for fostering and strengthening campus outreach efforts to UCSF constituents and for garnering private support for the campus. In raising private support, UDAR identifies, qualifies, solicits and stewards donors for the schools, medical center, departments and programs on campus; accepts and administers all private gifts to the university through the Regents or the UCSF Foundation; and manages all alumni relations activities, campus support group activities and campus events. UDAR is also responsible for the design and implementation of fundraising campaigns for 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.

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.