Administrative Associate

Employment Duration: 3 months (w/ potential for extension)

The Administrative Associate independently provides administrative support for the Zuckerberg San Francisco General Hospital (ZSFG) Division of the UCSF Department of Obstetrics, Gynecology, and Reproductive Sciences. The position manages a variety of ongoing administrative operational issues of moderate scope, including analyzing and resolving short-term and long-term operational problems.

The position supports the division’s medical education programs by coordinating administrative logistics for residents, medical students, and fellows, including onboarding, onsite support, and offboarding. Responsibilities include ensuring required training and compliance, coordinating badges, parking passes, scrubs, meal cards, and EPIC access, and providing real-time support for trainees.

The role also provides general administrative support for the division, including mail and deliveries, facilities and space management, IT and equipment coordination, purchasing and reimbursement support, event planning, faculty administrative support, backup reception, and emergency preparedness activities.

The Administrative Associate reports to the division’s Assistant Director of Administration and works closely with the division’s medical education coordinator and medical education program directors.

Key Responsibilities:

• Coordinate all administrative tasks and logistics associated with onboarding residents, medical students, and fellows.
• Ensure trainees complete all required onboarding activities and meet UCSF and SFDPH compliance requirements.
• Coordinate physical and system access, including badges, parking passes, scrubs, meal cards, required training, and EPIC access.
• Orient trainees regarding administrative policies and procedures.
• Collaborate closely with the medical education coordinator and residency, fellowship, and clerkship leadership to anticipate needs and resolve issues.
• Serve as the primary onsite administrative contact for residents, fellows, and medical students by providing logistical information and resolving day-to-day issues.
• Support visitor reception, mail and package distribution, conference room coordination, facilities requests, key and badge administration, loaner computer management, onboarding logistics for visitors and volunteers, and general operational troubleshooting.
• Administer purchasing, accounts payable, accounts receivable, vendor setup, purchase orders, and employee and trainee reimbursements using UCSF systems.
• Provide administrative support for faculty, including scheduling complex meetings, coordinating travel, planning events, proofreading documents, updating curriculum vitae, and supporting faculty meetings.
• Support departmental space planning, communications, equipment inventories, technology coordination, office moves, records management, telephone administration, and emergency preparedness activities.
• Participate in activities that advance the UCSF PRIDE Values and Principles of Community and support the division’s efforts to cultivate belonging, broaden perspectives in medicine, and ensure every person is treated with dignity and respect.