Executive assistant/human resources job description

Non-Certificated Administrative


Date Posted:

10/3/2022


Location:

Central Office


Date Available:

10/20/2022

Executive Assistant for Human Resource Management
Central Office



Job Specific Qualifications:


Bachelor's degree, preferred. 3-5 years of related experience in a public school Human Resources Department, preferred / or experience as an HR Generalist. Demonstrated technical expertise Strong interpersonal, oral and written communication skills Proficiency in Outlook, Word and Excel and Powerpoint Ability to identify issues, compare data, investigate, and resolve discrepancies Strong sense of urgency; ability to execute quickly and efficiently Customer-focused attitude; high level of professionalism and discretion Ability to maintain confidentiality and handle sensitive information


Key Competencies:


Manage and support projects within the HR organization, Answer personnel-related inquiries; Create HR process documentation including creating instructional step-by-step user guides, Identify and implement continuous improvement in processes and procedures, Coordinate with Administration and Supervisors to determine department needs; Advertise and recruit for vacant positions; Prepare personnel motions to be included on the Board agenda; Communicate and enforce policies and new initiatives district-wide; Provide advice and expertise to resolve HR issues and/or complex business related issues that arise, Support other departmental processes and procedures including event coordination, reporting, website administration, Other tasks and/or ad-hoc projects as assigned, by the Superintendent or Direct Supervisor.



NJ First Act effective 9/1/2011



Equal Opportunity/Affirmative Action Employer



Application Procedure:



Apply Online

The Executive Assistant will provide direct support to the Global Human Resources Executive for CFO and Legal handling advanced and confidential administrative duties. Principle duties are managing schedule, coordinating meetings, travel and agenda support. This position requires use of considerable tact, discretion, diplomacy and judgment.
Responsibilities include but are not limited to:

* Provide sophisticated calendar management; prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements
* Screen and respond to incoming calls; forward and respond pro-actively as appropriate
* Prepare executive for day meetings including daily calendar, assist in compiling and organizing documents and materials for meetings
* Accurately arrange complex, detailed and frequently changing travel plans and itineraries
* Travel and expense processing
* Ordering supplies as needed, handling technology and equipment issues

Enterprise Role Overview:

Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine but somewhat complex correspondence. Relieves management of administrative details; gathers, compiles and reports information relevant to/for the executive. Reads, screens, refers and responds to incoming mail, ensuring that referrals are made, responses are gathered and summarized. Typically manages different and conflicting objectives, projects or activities at once. Coordinates schedules for corporate level executives. May act as liaison to outside groups coordinating events where the executive is a corporate chair, director or committee member. Communicates with executives and line management to gather/convey relevant information. Some staff at this level are involved in high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment.

Required Skills:

* 5-10 years of administrative support experience
* Must have prior or current work experience as an EA or comparable level as a senior level AA
* Advanced Outlook experience to include superior calendar management skills
* Ability to manage incoming phone calls effectively and politely
* Must have impeccable judgment
* Ability to proactively look for potential conflicts or issues and resolve with little or no involvement from Executive
* Demonstrated ability in either current or prior positions to interact with senior level executives
* Highly organized with strong attention to detail is critical
* Advanced verbal and written communication skills with not only senior leaders but with all levels of management
* Experience with the Bank systems and processes including:
* Expense Reporting process and systems
* Travel Reservations
* Invoice Processing
* Demonstrate history of ability to solve problems and resolve conflicts, partner across the organization, ensure effective time and organization management
* Ability to work effectively under pressure and time constraints
* Ability to manage executive material with highest degree of confidence

Desired Skills:

* Bachelor's degree is preferred; will consider strong experience in lieu of degree
* Proficiency in Bank of America systems including Concur & Ariba/eRequest, Corporate Travel Services, My Facility, Visitor access system, etc
* Proficient in MS Office Products (PowerPoint, Excel and Word)

Shift:

1st shift (United States of America)

Hours Per Week:

40

The Executive Administrative Assistant (EAA)/HR Specialist has significant experience in the field and is able to perform at a high level across multiple functions with little assistance in an exceptionally collaborative team atmosphere in a complex and rapidly growing Center within the MAC.EAA/HRS uses experience, exceptional judgement and professionalism, often requiring minimal supervision, tooversee a variety of operational functions in support of the COO for the Multitudes Project and Executive Director for the Bench to School Project within the memory and Aging Center.

The EAA/HRS will facilitate communication and manage multiple projects,including oversight and coordination of complex logistics, documentation, federal compliance, create systems for on/offboard hires, and completes and organizes HR actions. Analyzes and resolves operational problems of complex scope across the two projects and a critical and proactive team member supporting budgets, federal and state grantreporting, compliance and creation and maintaining BioSketch and other NIH grant related requirements.

The position requires a high level of professionalism, independence, strong interpersonal and communication skills, the ability to support and work very collaboratively in a dynamic environment, and a high degree of personal ownership to ensure quality work products are delivered and performed. The successful candidate will be a self-motivated, professional, and highly organized individual.
Note
: This position involves a significant in-office commitment.


Department Description


The Memory and Aging Center (MAC) is the largest division within the Department of Neurology with a diverse workforce of over 260 employees. 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 over 230 faculty and academic employees, 290 staff positions, and 170 trainees including: residents, clinical fellows and postdoctoral scholars.

The Department has an annual operating budget in excess of $120M and has been the #1 recipient of NIH funding across all U.S. Departments of Neurology for the past 6 consecutive years, in addition to being the #1 recipient of philanthropic dollars across all departments at UCSF.

Our department's mission includes delivering the most exceptional clinical care to our patients, leading transformative cutting-edge research, and training the leaders of tomorrow in both neurology and neuroscience. Our department's faculty, trainees, and staff work at a University and in a community that values and embraces diversity and strives to make an impact worldwide through our global and public health efforts.


Required Qualifications



Bachelor's degree in related area and minimum three years of experience or equivalent experience / training. Highly proficient with an Org Chart software that is recognized in the industry Microsoft Office certification or equivalent Experience and high proficiency working with webinar and teleconference software like Zoom and WebEx Strong proficiency with office equipment (computers, phones, multi-function devices (printer/scanner/copier/fax)) Strong skills in short-term planning, analysis, problem-solving, and customer service. Ability to use discretion and maintain confidentiality. Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.



Preferred Qualifications



Knowledge of common University-specific computer application programs (e.g. BearBuy, MyExpense, PeopleConnect, and other MyAccess applications) Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees. Solid knowledge of common University-specific computer application programs. Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.



License/Certification



Microsoft Office certification or equivalent



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.