Administrative Associate

Job title: Administrative Associate

About the Role The administrative associate (AA) independently provides administrative support for the Zuckerberg San Francisco General Hospital (ZSFG) division of the UCSF Department of Obstetrics, Gynecology, and Reproductive Sciences. They handle a variety of ongoing administrative operational issues of moderate scope, including analyzing and resolving both short-term and long-term operational problems. This position will spend 50% time as the logistics coordinator for the division’s medical education programs including the residency program (40 residents), medical student clerkships (~50 third and fourth-year medical students), and fellowships (2 complex family fellows plus fellows from 3-4 other Ob-Gyn divisions). In this role, they will handle all ZSFG-based administrative tasks associated with onboarding, onsite support, and offboarding for trainees. This includes but is not limited to obtaining badges, parking passes, scrubs, and meal cards; ensuring all training and compliance requirements are met including those associated with EPIC; and responding to trainee questions in real time. During the other 50% time, the AA will manage general administrative issues for the division including but not limited to mail/packages/deliveries; IT and capital equipment inventories; various facilities and space management functions; accounts payable, accounts receivable, and purchasing functions; event planning; administrative support for clinical faculty such as scheduling complex meetings and making travel arrangements; and other onsite support such as backup reception and emergency floor warden duties. This position is on-site at San Francisco General Hospital four days per week with the possibility of working remotely one day per week depending on business needs. The AA reports to the division’s Assistant Director of Administration and works closely with the division’s medical education coordinator and medical education program directors.

What You'll Do

• Provide administrative support for the ZSFG division of the UCSF Department of Obstetrics, Gynecology, and Reproductive Sciences.
• Spend 50% of time as logistics coordinator for the division’s medical education programs (residency program with 40 residents, medical student clerkships (~50 third and fourth-year medical students), and fellowships (2 complex family fellows plus fellows from 3-4 other Ob-Gyn divisions)); handle onboarding, onsite support, and offboarding for trainees; obtain badges, parking passes, scrubs, and meal cards; ensure all training and compliance requirements are met including those associated with EPIC; and respond to trainee questions in real time.
• Spend 50% of time managing general administrative issues for the division, including mail/packages/deliveries; IT and capital equipment inventories; facilities and space management; accounts payable, accounts receivable, and purchasing; event planning; administrative support for clinical faculty such as scheduling complex meetings and making travel arrangements; and other onsite support such as backup reception and emergency floor warden duties.
• Be on-site at San Francisco General Hospital four days per week with the possibility of remotely one day per week depending on business needs.
• Report to the division’s Assistant Director of Administration and work closely with the division’s medical education coordinator and medical education program directors.

What We're Looking For

• Administrative experience in a healthcare/academic environment with the ability to handle moderate-scope operational issues.
• Experience coordinating medical education programs or trainee onboarding/offboarding, and familiarity with EPIC or similar training/compliance systems.
• Strong organizational, communication, and problem-solving skills; ability to manage multiple tasks and respond to trainee questions in real time.
• Experience with mail/packages/deliveries, IT and capital equipment inventories, facilities/space management, accounts payable/receivable and purchasing, event planning, and scheduling complex meetings and travel arrangements.
• Ability to work both independently and collaboratively; on-site presence four days a week with an occasional remote day; ability to handle sensitive information and sensitive workflows.
• Knowledge of UCSF/ZSFG environment is a plus.

Nice to Have

• Experience supporting residency programs and medical student clerkships.
• Familiarity with UCSF/ZSFG operations or other academic medical centers.

Compensation & Benefits

• Not specified in the job posting.