Executive Assistant

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

60

Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.

• Manages and schedules the Dean's and Vice Dean's complex calendars; proactively resolves scheduling issues.
• Serves as the primary point of administrative contact and liaison with other departments, units, individuals, and institutions on operational and programmatic matters.
• Oversees and ensures daily administrative operations run smoothly for the Dean's Office, including handling walk-up and phone interactions, incoming correspondence, and day-to-day problems.
• Manages travel plans and expenses for the Dean, Vice Dean, and invited guests; assists in securing airfare and hotel accommodations; reconciles travel and expense transactions in accordance with university policies.
• Monitors the Deans' long-range activities and commitments; works closely with the Executive Support Team to keep them informed of upcoming commitments and responsibilities.
• Triages complaints to identify, mediate, and resolve patient complaints referred to the Dean's Office.
• Processes accounting requests including travel reimbursements, meeting expense reimbursements, and vendor payment requests.
• Provides office coordination backup support as needed; answers Dean's Office main phone line and responds to inquiries.
• Ensures workspace, computer, equipment, mailbox, and appropriate software are ready for new employees' start date.
• Updates and maintains Dean's Office org charts; manages and streamlines shared drives and listservs.
• Supports staff engagement and morale through administration of programs including team building events.
• Collects feedback, makes recommendations, and implements new practices to improve the new employee experience and working environment.
• May serve on committees, representing department / unit.
• Other duties as assigned

10

Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and / or contracts and grants.

• Participates in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
• Organizes high-level meetings, developing and implementing standard procedures, and analyzing materials and presentations; coordinates information from other departments and tracks completion.
• Supports planning and executing a variety of complex special events, which may include retreats, summits, receptions, recognition events, and special committees; may lead planning of materials, venues, technical needs, menus, and coordination with special guests.
• Assists with and leads school-wide special projects and events including room reservations, event planning/coordination, hospitality/catering, and logistics.
• Assists with event budget preparation, sources cost-effective locations and vendors, manages spending within budgets, and communicates spending limits to event hosts.
• Assists various program managers/directors with special projects and activities, including outreach efforts, orientations, and other activities throughout the Dentistry community.

15

Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.

• Functions as the gatekeeper; understands requirements of the Dean and Vice Dean to prioritize issues according to urgency and allocate time for scheduled events, travel, and meetings.
• Prepares and responds to correspondence and documents in a timely manner in accordance with university policies and procedures.
• Makes contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.
• Prepares responses to urgent divisional requests on behalf of the executive; reviews outgoing correspondences for grammar, correctness, completeness, and appropriate attachments.
• Prepares thank-you acknowledgements and follow-up correspondence for meetings and events.
• Drafts and distributes memos and reports as assigned; creates and implements communications/invitations; evaluates events' success and makes recommendations for improvement.
• Creates promotional materials for events.

5

Develops and implements procedures for supply inventory and to keep equipment in good working condition.

Supply Inventory, Equipment & Facilities

• Develops and implements procedures for supply inventory; ensures office supplies are maintained at adequate levels.
• Oversees maintenance and repair of equipment and electrical/mechanical systems; manages office equipment including copier, shredding service, and telephones.
• Coordinates building and maintenance issues for general repair (HVAC, security, etc.) and updating (carpet cleaning, painting, etc.).
• Plans for future replacement of equipment; develops and maintains a tracking system for available electronic equipment.
• Supports office moves and remodeling projects by working with Facilities Management, furniture vendors, space planners, and IT; oversees use of storage space

10

Administers facilities and space logistics and manages equipment needs.

• Support office moves and completes remodeling projects by working with Facilities Management, furniture vendors, space planners, IT, etc.
• Coordinates UCSF Annual Space Survey for Dean's Office.
• Oversees the use of storage space.

Acts as safety coordinator.

• Monitors the faciltiy to ensure that it remains safe, secure, and well maintained
• Prepares and keeps up to date the Emergency Action Plan for the Dean's Office

100%