Temporary Employment Program

Temporary Employment

78459BR

Job Summary

The duration of this assignment is approximately 3 months. Includes optional medical benefits, along with holiday pay and sick leave accrual.

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 include:

• Order all laboratory supplies and act as the Bearbuy requester for the labs for all orders
• 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
• 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
• Coordinate with Facilities Management to resolve maintenance issues in labs
• 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
• Prepare and draft routine and non-routine correspondence and keep appropriate files of important documents.
• Maintain file of outgoing correspondence
• Pick-up and distribute mail to PIs and labs
• Schedule meetings and events
• Work with faculty and their lab members to endure compliance with various training requirements
• 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

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 Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles)
Please 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: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

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 MS Office applications
• Familiarity with UCSF Systems such as Huntington Business Systems (HBS), WebNow, BearBuy, MyExpense, Connexus, Adobe Suites

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

TEP

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

Percentage

100%

Location

Flexible (combination of onsite and remote work), Parnassus Heights (SF)

Shift

Days

Shift Length

8 Hours

Additional Shift Details

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