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Executive Assistant in San Francisco, CA at Integrated Resources, Inc

Date Posted: 2/12/2019

Job Snapshot

Job Description

Job Description:

8am - 5pm - some flexibility required



3 months - possible temp to hire or extension



7 - 10 years EA experience REQUIRED - will be supporting CNO and Dir. of ED



understanding of excel (tracking costs/expenses)



heavy calendaring



project management - small projects



data management (excel)



Coordinate/Run events and training for Unit Directors



fast learning and tech saavy

Knowledge, Skills and Abilities Req / Pref Advanced knowledge and skills of common organization-specific computer programs and applications. Required Advanced analytical / problem-solving skills. Required Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies. Required Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing. Required Small to mid-level project management skills. Required Advising and counseling skills. Required Ability to multi-task with demanding timeframes. Required Ability to use a high level of discretion and maintain all confidentiality. Required Advanced service orientation. Required Advanced knowledge of the organization's processes, protocols and procedures. Preferred Knowledge of federal regulations such as FERPA. Preferred Experience in the health care industry. Preferred Budget/finance/accounting experience Preferred
Job Function Summary:
Involves providing administrative oversight for an executive, including the coordination of communications and pertinent data among a group of the executive's subordinate management staff. Performs and / or oversees special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance.

Generic Scope (not customizable, will not be used in the job posting/advertisement):
Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.

Custom Scope (customizable, will be used in the job posting/advertisement):
This critical position provides administrative, project and analytical support to the Vice President, Patient Care Services / Chief Nursing Officer, and supports activities within the overall division(s) under the executive. The incumbent represents the executive in all interactions with physicians, staff and all levels of management within Medical Center,Campus, as well as outside agencies.

Uses advanced operational concepts and objectives to resolve highly complex issues. Regularly works on issues where analysis of situations or data requires an in-depth evaluation of variable factors. Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results. Primarily deals with programs and proposals with broad impact across the function, research initiative, program and / or organization. Develops and oversees the implementation of new programs and processes.

Provides administrative, project and analytical support to the executive, including the coordination of communications and pertinent data. Performs and/or oversees special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance.

Functions as the gatekeeper, understanding the requirements of the executive to prioritize issues
according to urgency and to allocate time accordingly. High degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues and problems without precedent and/or structure. This is a high-level position that functions with a high degree of autonomy, advanced service orientation, and attention to detail. Must be an independent problem solver and be able to work in a fast-paced high intensity environment.


Key Responsibilities
%
of time Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
25 Yes Directs the daily administrative operations for the executive's office. 10 Yes Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time accordingly. 10 Yes Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues. 5 Yes Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. 5 Yes Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the executive, including those highly sensitive in nature. 5 Yes Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy. 5 Yes Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices. 5 Yes Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings. 5 Yes Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system. 5 Yes Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries. 5 Yes Organizes ad hoc committees appointed by the executive on a broad range of issues. 5 Yes Handles the details of complex and highly sensitive matters on behalf of the executive. 5 Yes Prepares responses to urgent divisional requests on behalf of the executive; takes charge of complex and highly sensitive matters, and independently investigates issues and problems. 5 Yes Researches, compiles and summarizes complex and / or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the executive. 100% Choose an item.

Knowledge Skills and Abilities (KSAs)
Please list: Knowledge, Skills and Abilities Req / Pref Advanced knowledge and skills of common organization-specific computer programs and applications. Required Advanced analytical / problem-solving skills. Required Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies. Required Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing. Required Small to mid-level project management skills. Required Advising and counseling skills. Required Ability to multi-task with demanding timeframes. Required Ability to use a high level of discretion and maintain all confidentiality. Required Advanced service orientation. Required Advanced knowledge of the organization's processes, protocols and procedures. Preferred Knowledge of federal regulations such as FERPA. Preferred Experience in the health care industry. Preferred Budget/finance/accounting experience Preferred

Education, Licenses and Certifications:
Education Req / Pref Education Req / Pref Bachelor's degree in related area and / or equivalent experience / training. Required Licenses Req / Pref Licenses Req / Pref Certifications Req / Pref Certifications Req / Pref
Special Conditions of Employment: (Statements identifying the fundamental non-negotiable job conditions and/or requirements which an individual must meet to be eligible for the position. For example, the ability to pass a background check, work in a particular environmental setting, work a flexible or irregular work schedule, etc.)
  • Work a flexible or irregular work schedule as required.

Problem Solving

Common problems solved by the employee:
  • IT/Technical issues
  • Schedule conflicts (complex calendars, meeting locations, etc)
  • Coordination of departmental wide nursing activities (summits, accreditation site visits, workshops, etc.)
  • Patient inquiries/complaints
  • General internal and external inquiries

Less frequent and more complex problems solved by the employee:
  • Data management, analysis, and reconciliation
  • Assistance with RN workforce planning
  • Project deadlines/deliverables

Problems/situations that are referred to this employee's supervisor:
  • Observations of patients or team members that require clinical or administrative assistance/decision-making outside incumbent's scope
  • Issues related to regulatory bodies and/or collective bargaining agreements