Administrative Assistant

Job Summary

Please note:
This will be fully on‑site at Zuckerberg (ZSFG) campus. Duration of approximately six months; will include optional medical coverage, holiday pay and sick leave accrual.

The Administrative Assistant III provides critical administrative and operational support for the Division. This role maintains employee and client databases, orders supplies, performs data entry, manages medical records, files, faxes, and assists with division‑wide projects, ensuring compliance with Clinic and University standards.

• Support administrative operations for the Division.
• Ensure custodial operations meet Clinic requirements.
• Procure outside vendors (e.g., shredding, water, equipment repair, refuse/recycling services), ensuring cost efficiency and compliance with Clinic standards and contractual requirements.
• Manage key and access assignments.
• Shop for, organize, and maintain the food pantry for client distribution.

• Order, inventory, distribute, and store office supplies for six programs.
• Answer telephones and route inquiries appropriately.
• Update and distribute the Staff Directory.
• Distribute mail and faxes.
• Open and close client charts.
• Perform filing and assist with other general office functions.

• Provide administrative support for 10+ clinicians and managers.
• Manage client information in the Epic system (Department of Public Health database).
• Monitor client Medi‑Cal eligibility, UMDAP, and treatment plans; run weekly Avatar reports and ensure timely updates and cleanup.
• Oversee client medical records for approximately 1,200 clients, including creating new records, ensuring quality, reorganizing files, and managing inventory and thinning processes.

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.

• High school diploma or GED; and three years of related experience, or an equivalent combination of education and experience.
• Ability to work cooperatively and communicate effectively with a wide range of individuals.
• Ability to work in a high‑stress, high‑volume environment and meet deadlines.
• Strong attention to detail and ability to follow verbal and written instructions accurately.
• Ability to prepare written summaries, set priorities, and complete reports within required time frames.
• Proficiency with software packages including Excel, Access, Avatar, and internal UC systems; ability to recognize and correct data irregularities.
• Excellent communication and interpersonal skills with a customer‑focused approach.
• Working knowledge of applicable University policies and procedures; thorough knowledge of office systems and ability to use a broad range of technology, systems, and administrative tools.
• Ability to use judgment and discretion to resolve operational issues, determine priorities, and recommend process improvements.
• Ability to lift up to 50 lbs and climb stairs as required.

• College degree
• Knowledge of medical and/or psychiatric terminology.

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, neuro‑degenerative diseases, aging and stem cells.

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 affirmatively action policy, please visit: (Use the "Apply for this Job" box below). For the University of California’s anti‑discrimination policy, please visit: .