BLANK AST 2

This position is for the Admin Asst 2 in Dr. Rachel Loewy’s clinical research lab, within the Department of Psychiatry and Behavioral Sciences at the University of California, San Francisco. The Loewy lab focuses primarily on early psychosis research and services. The lab is currently partnering with other Universities, as well as state and local stakeholders, to provide training and technical assistance (TTA) as well as outcomes data collection support to early psychosis (EP) programs across California through the EPI-CAL Center for Excellence (COE). Incumbent will assist on EPI-CAL project or related works. 

This position provides administrative, and clerical support across multiple subprojects within EPI-CAL that support programs for early psychosis and counties with the development, implementation and operation of Coordinated Specialty Care (CSC) programs, ensuring that the programs receive the specialized training required to provide high quality, evidence-based services. The incumbent will independently perform a range of duties, including scheduling meetings, sending communications, tracking training progress and milestones, consultations, and meeting attendance, organizing calendars, creating meeting agendas and taking meeting minutes, collaborating with county partners, and other administrative tasks. They will work across universities, interact with California state and local leadership, and similar county representatives. They will become embedded within the early psychosis intervention network within California, by understanding terminology, how decisions impact project timelines, providers and clinicians, and service users. The incumbent will be responsible for facilitating organized communication and assisting project teams to meet program goals and may travel to other CA counties for clinic site visits. The role may broaden to other projects under Dr. Loewy.

Department Overview

The UCSF Department of Psychiatry is among the nation's foremost resources in the field of child, adolescent and adult mental health. Psychiatry faculty members are recognized for their leadership roles in state-of- the-art, comprehensive and compassionate patient care, pioneering research, excellence in training the next generation of leaders, advancing public policy to advance mental health, and commitment to diversity.

% 

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

30

Progress Tracking and Reporting is a routine assignment expected to be completed with oversight from project managers. Admin collects, documents, and monitors progress as appropriate for the project or team.

Tasks may include but are not limited to:

• Monitor progress and evaluate completion of trainings (may be individual level, county level or higher) toward contract / program goals
• May recommend resolution plans to teams 

• Travel to and participate in site visits, held in-person or remotely. May coordinate evaluations of sites, including documentation and support tasks as described in below sections. 

• Address operational and project-related issues  

50

Documentation is expected to be completed independently with little to no oversight. Admin is responsible for documentation, reports, and meetings for the organization, shared broadly

Tasks may include but are not limited to:

• Prepare reports and summarize deliverables for submission to stakeholders or for distribution

  • Use judgement to track non-standard measures, discussion items, and assess standard templets with close oversight from project leads

• Maintain organized tracking systems, update frequently, with high acuity

• Develop meeting agendas with clear sense of priority, and obtaining items from guests as appropriate 

• Attend a broad array of meetings where responsibility changes, and at times may be unclear. Adapt to meeting situations based on judgement. May be held with organization, state/local leadership, government officials, or informative or similar. 

• Responsible for meeting minutes and summaries during fast paced and technical meetings using appropriate jargon and documenting decision making 

• Share or follow up with organizations or stakeholders as appropriate 

•  

20

Support and communication. As assigned by the supervisor or manager, admin is expected to provide admin support to project managers and staff to support ongoing project goals.

Tasks may include but are not limited to:

• Organize travel for others

• Reimbursements 

• Meeting and event planning and logistics

• Maintain and update contact lists, staffing tables, and mailing groups, and similar

•  

100%

Required Qualifications:

Qualifications that must be possessed by any candidate to be considered for the position.  These qualifications will be included in the job posting and will be used to screen applicants.  Please include qualifications that are objective and quantifiable such as years of experience required, educational degrees, etc. 

Please list:

• HS degree or higher
• 3 + years of experience in an administrative support role

• 1 + years of experience working in a fast-paced environment supporting a large program with dynamic goals 

• Proficiency using MS Office Programs and Windows systems

• Ability to track activities on various projects and balance competing priorities 

• Excellent written communication and organizational skills

• Ability to establish cooperative working relationships with team members at UCSF, cooperating institutions, county representatives, or stakeholders 

Preferred Qualifications:

Qualifications that an ideal candidate would possess, but are not minimally required for a candidate to be considered for the position.

Please list:

• BA degree in a related field 
• Bilingual in Spanish and English

• Familiarity with UCSF systems (MyExpense, BearBuy, etc)