Administrative Assistant
Temporary Employment Program Job Summary
The Administrative Assistant at OBIC and COPE Clinics is the major administrative support position for the following 3 clinical programs housed at 1380 Howard Street, 2nd Floor, a satellite clinic of San Francisco General Hospital Department of Psychiatry, Division of Substance Abuse and Addiction Medicine (SAAM).
1. The Office-based Buprenorphine Induction Clinic (OBIC), which performs the following roles: comprehensive patient health assessments; initiation of opioid replacement therapy; makes referrals to other medical, mental health, and addiction services; and provides brief focused drug treatment, stabilization, and counseling services
2. The OBIC Mental Health Clinic, which provides mental health assessments, and brief treatment and stabilization.
3. The Centralized Opiate Placement Evaluation (COPE) Clinic which provides intake assessments and referrals for the treatment of opioid use disorders and others forms of addiction.
The AA in this setting is responsible for all administrative aspects of the clinical programs listed above, including patient support, staff support, and office management. The role also includes database management for the programs, with the critical purpose of tracking patient flow and treatment metrics, and disseminating this information to clinical and departmental management and to funding sources. The AA must be able to function independently since the administrative and medical directors for the clinics sometimes work off site; therefor, being pro-active and taking initiative in making decisions and applying administrative duties is required. The AA reports directly to the Administrative Director of the clinics and also works on the database reports with San Francisco Department of Public Health's Community Behavioral Health Services (CBHS).
Duties to include:
Office Maintenance
Creates and maintains organizational systems for the above clinical programs. This
includes all aspects of office maintenance, including but not limited to: monitoring and
overseeing the maintenance of office equipment, including phone and computer systems;
creating and maintaining relationships and accounts with vendors; researching and
ordering office equipment and material supplies, and overseeing maintenance of the
equipment; typing, printing, photocopying, faxing, e-mailing, scanning and filing; and maintaining office and patient documentation forms for clinical programs.
Database Maintenance
Develops and maintains clinical databases; designs and revises data collection forms and
procedures; enters confidential client data; cross-checks accuracy of data entered;
identifies data problems, makes recommendations and corrections; runs queries; prints
data reports, tracking sheets, and queries. Reports database and query results directly to
the following: OBIC, OBIC Mental health, and COPE Administrative Director, Medical
Directors, and staff; Administrative Directors and select staff at Opiate Replacement
Treatment (ORT) clinics in San Francisco; and San Francisco Department of Public Health's CBHS.
Clerical Support
Provides all aspects of clerical support to program directors and staff, including but not limited to: scheduling meetings and phone calls, making follow-up calls to re-schedule patients who have missed appointments; transcribing, documenting and distributing meeting agendas and minutes; maintaining operations manuals for clinical programs; and assisting in the maintenance of policy and procedures manuals for these clinics in accordance with SFGHMC and SFDPH. Responsible daily for opening and closing the office.
Patient Coordination
Provides support to patients, including but not limited to: greeting, scheduling, and directing patient flow; maintaining active dialogue with clinical referral sources; updating and maintaining confidential clinical records (patient charts); creating a safe office environment that demonstrates support and unconditional positive regard for patients; acting as the first point of assessment for patient issues within the clinic; and assisting in monitoring visitor flow through patient care areas. The final salary and offer components are subject to additional approvals based on UC policy.
To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles)
Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.
For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.
To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html Department Description 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. Required Qualifications * High School graduate and at least three years of related research/administrative experience in a large university, teaching institution or health care environment, or an equivalent combination of education and experience
* Proficient word processing skills, using standard PC software (MS Office) for word processing, spreadsheets, and database management
* Excellent oral, written and telephone communication skills. Experience with voice-mail and e-mail systems
* Strong interpersonal skills. Experience working with populations that are diverse in gender, sexual orientation and ethnicity
* Demonstrated good organizational abilities. Ability to set priorities, work well under pressure, meet deadlines and work independently
* Ability to maintain productivity while functioning independently
* Demonstrated excellent attendance and reliability Preferred Qualifications * Ability to speak, read, and write Spanish.
* Work with accuracy in a fast-paced environment; possess strong analytical skills and the ability to prioritize amongst multiple demands.
* Prior UC experience.
* Ability to type 50wpm (net) using work processing software About UCSF 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, neurodegenerative diseases, aging and stem cells. Pride Values UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.
In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu
Join us to find a rewarding career contributing to improving healthcare worldwide. Equal Employment Opportunity 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, age, protected veteran or disabled status, or genetic information. Job Code and Payroll Title 004723 BLANK AST 2 Job Category Administrative Support, Support Services, Temporary Employment Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Employee Class Temporary Employment Location San Francisco, CA |
University of California - San Francisco Campus and Health
Sep 04, 2025