Administrative Assistant (Fresno)

The Pediatric Administrative Assistant II (AAII) provides administrative, clerical, and operational support to the UCSF Fresno Department of Pediatrics, including faculty, department leadership, trainees, and departmental programs. 

The Administrative Assistant is responsible for a variety of ongoing administrative and operational issues. This includes, but is not limited to, calendar and meeting coordination and support, scheduling, travel arrangements, event support, compiling data for faculty annual evaluations, purchasing, vendor payments, reimbursements, data entry, website and calendar maintenance, supply ordering, mail distribution, and general office administrative tasks. The incumbent works collaboratively with faculty, staff, trainees, and institutional partners to support efficient day-to-day department operations.

General Office and Department Support

Under the general supervision of the Department Manager, the Pediatric Administrative Assistant II provides administrative, clerical, and operational support for the UCSF Fresno Department of Pediatrics. Duties include, but are not limited to:

• Maintain a professional and welcoming front office by greeting and assisting visitors, employees, students, providers, applicants, and other guests; answer and appropriately route telephone calls and inquiries.
• Serve as a departmental resource for general inquiries and assist with resolving routine and non-routine administrative matters, researching information and escalating issues as appropriate.
• Receive, sort, and distribute incoming mail, fax correspondence, and other departmental communications.
• Coordinate with the Department Manager regarding general office equipment and supply needs; order and maintain supplies, monitor expenditures as assigned, and follow applicable university financial policies and procedures.
• Coordinate and provide logistical support for department meetings, events, retreats, workshops, and other activities, including scheduling, room/venue reservations, catering, audiovisual needs, travel arrangements, and preparation and distribution of print and electronic materials.
• Provide meeting and committee support, including scheduling meetings, coordinating participants, preparing and distributing materials, and taking and distributing meeting minutes as requested.
• Assist with maintaining the department website, Wiki page, departmental calendars, and related content, including coordinating updates and submitting IT requests as needed.
• Provide clerical and data-entry support related to scheduling and other departmental activities using various university, departmental, and institutional systems.
• Assist with preparing and disseminating departmental announcements, communications, schedules, and other information to faculty, staff, and trainees.
• Develop and maintain electronic and physical filing systems, mailing processes, records, and general office procedures.
• Prepare purchase orders, vendor payments, reimbursements, and supporting documentation in accordance with university policies and procedures.
• Provide administrative support for special projects and other departmental operational needs as assigned.
   

Department Chief and Faculty Support

Under the general supervision of the Department Manager and direction of the Department Chief, the AAII provides administrative support to the Department Chief and faculty. Duties include, but are not limited to:

• Serve as a primary administrative contact for internal and external collaborators regarding scheduling and meeting coordination, including negotiating dates, times, and locations.
• Maintain detailed and accurate calendars for the Department Chief and assigned faculty, including meetings, clinical assignments, travel, and other professional commitments.
• Coordinate travel arrangements and prepare travel and professional expense reimbursements, including CME-related expenses.
• Draft and format routine correspondence, letters, presentations, reports, and other documents using appropriate technology platforms.
• Assist with special projects and administrative requests for the Department Chief, Department Manager, and faculty.
• Coordinate administrative matters involving Risk Management, including subpoenas, depositions, required court appearances, expert testimony, and related meetings, under appropriate direction.
• Compile reports and information for the Department Chief and Department Manager and coordinate with internal and external individuals or organizations as needed.
• Manage and maintain routine administrative tasks and records for department providers, including electronic files.
   

Program Support

Under the guidance of the appropriate program staff and Department Manager, provide basic clerical and administrative support to Pediatrics educational and departmental programs as assigned.

Other Duties

Perform other duties as assigned.

Required Qualifications

• High school graduation/GED and three years of related administrative experience, or an equivalent combination of education and experience.
• Solid written and verbal communication and interpersonal skills, with the ability to communicate effectively and professionally with individuals at all levels of the organization.
• Service-oriented and responsive to questions and requests, with the ability to interact in a professional, resourceful, courteous, and timely manner.
• Solid organizational skills, attention to detail, and ability to prioritize and manage multiple assignments within demanding timeframes.
• Working knowledge of Microsoft Office Suite and other computer applications, systems, and technology used to perform administrative functions.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Ability to use sound judgment and discretion in responding to administrative issues and concerns and determining appropriate courses of action.
• Ability to work independently with limited supervision and effectively manage assigned administrative processes. 
• Working knowledge of general administrative processes and the ability to learn and apply applicable University policies and procedures.
• Basic knowledge of financial and administrative processes, including purchasing, reimbursements, expense monitoring, and related documentation, as applicable to assigned responsibilities.
• Demonstrated reliability and dependability.
• Customer service experience with the ability to provide timely and attentive service to faculty, staff, colleagues, visitors, and other internal and external stakeholders.

• Valid driver's license when driving is required to perform assigned duties.

   

Preferred Qualifications

• Bachelor's degree in a related area and/or equivalent experience or training.
• Previous administrative experience in a university, academic, healthcare, public-sector, or similarly complex organizational environment.
• Working knowledge of applicable organizational policies, procedures, and administrative requirements.
• Experience coordinating calendars, meetings, events, travel, and other administrative logistics.
• Experience with purchasing, reimbursements, financial transactions, and/or expense tracking.
• Experience using administrative, scheduling, database, communication, and other technology systems.
• Ability to troubleshoot and triage routine technology or systems issues and appropriately escalate issues as needed.