Administrative Assistant

Please note: 4 days/week remote; on\-site 1 da/week at UCSF Mission Bay campus. Duration: through June 30, 2026\.

The UCSF Department of Family \& Community Medicine is seeking a highly organized and detail\-oriented Temporary Administrative Support Professional to support the Pacific AIDS Education \& Training Center (PAETC) Southern California (SoCAL) team.

PAETC SoCAL delivers regional workforce development, clinical education, and training programs across Southern California and partner regions to strengthen the HIV care workforce and advance health equity. This role provides essential administrative coordination to support a distributed training team working across multiple counties and community\-based partner organizations.

This position will coordinate day\-to\-day office and programmatic support functions to ensure smooth execution of trainings, meetings, and regional initiatives.

Key Responsibilities

Training \& Meeting Coordination

• Schedule meetings and coordinate calendars for regional training staff
• Arrange Zoom meetings and provide technical/logistical support as needed
• Reserve campus meeting spaces (Mission Hall and other UCSF sites)
• Coordinate external venue bookings for regional trainings and convenings
• Support preparation and distribution of training materials

Financial \& Administrative Processing

• Process reimbursement requests (travel, meals, training expenses)
• Support purchasing and ordering of program supplies
• Track invoices and maintain organized financial documentation
• Liaise with departmental finance and procurement staff as needed

Data \& Evaluation Support

• Manage training attendee records and sign\-in documentation
• Enter and track evaluation data (e.g., Qualtrics/REDCap or similar platforms)
• Maintain organized databases of training participants
• Assist with generating summary reports from evaluation data

Office \& Program Support

• Order office and training supplies
• Maintain organized shared drives and documentation systems
• Support onboarding logistics for new team members or trainers
• Provide general administrative support as assigned

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

• Demonstrated administrative support experience in a professional setting
• Strong organizational skills and attention to detail
• Experience with Microsoft Office Suite (Word, Excel, Outlook)
• Comfort working with databases or survey platforms
• Ability to manage multiple tasks in a deadline\-driven environment
• Strong written and verbal communication skills

Preferred Qualifications

• Experience in higher education, healthcare, or workforce development settings
• Familiarity with UCSF systems (BearBuy, MyExpense, Qualtrics, etc.)
• Experience supporting remote and hybrid teams

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, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/ppsm\-20

For the University of California's Anti Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti\-Discrimination

Organization

TEP

Job Code and Payroll Title

004722 BLANK AST 3

Job Category

Administrative Support, Professional (Non\-Clinical), Temporary Employment

Bargaining Unit

Teamsters Local 2010 \- Clerical and Allied Services Unit (CX)

Employee Class

Temporary Employment

Percentage

100%

Location

San Francisco, CA

Campus

Mission Bay (SF)

Work Style

Flexible

Shift

Days

Shift Length

8 Hours