ADMIN OFCR 2

Job Description The UCSF Center for Health Equity in Surgery and Anesthesia (CHESA) is hiring an Operations Coordinator to support the day-to-day operations of its Global Health Equity Fellowship - the largest global surgery fellowship in the world - and the broader work of the Center. More than five billion people lack access to safe, timely, and affordable surgical care, and surgical conditions account for one-third of the global burden of disease. The CHESA Fellowship addresses this gap by equipping frontline clinicians serving vulnerable communities with the training, project support, mentorship, and global network needed to strengthen surgical and anesthetic care where it is most needed. Our fellows are building new clinical services where none existed before, and include alumni such as Burundi's first pediatric surgeon and Haiti's first pediatric ophthalmologist. The program is highly competitive and reaches physicians, nurses, and advanced practice providers across UCSF and institutions worldwide through a virtual-first model designed for busy clinicians. Job Description The UCSF Center for Health Equity in Surgery and Anesthesia (CHESA) is hiring an Operations Coordinator to support the day-to-day operations of its Global Health Equity Fellowship - the largest global surgery fellowship in the world - and the broader work of the Center. More than five billion people lack access to safe, timely, and affordable surgical care, and surgical conditions account for one-third of the global burden of disease. The CHESA Fellowship addresses this gap by equipping frontline clinicians serving vulnerable communities with the training, project support, mentorship, and global network needed to strengthen surgical and anesthetic care where it is most needed. Our fellows are building new clinical services where none existed before, and include alumni such as Burundi's first pediatric surgeon and Haiti's first pediatric ophthalmologist. The program is highly competitive and reaches physicians, nurses, and advanced practice providers across UCSF and institutions worldwide through a virtual-first model designed for busy clinicians. At the direction of the Program Manager, CHESA Deputy Director, and CHESA Fellowship leadership, the Operations Coordinator ensures the smooth execution of program logistics, including scheduling, travel, expense processing, contracts and procurement, and event coordination across virtual, hybrid, and in-person formats. The Coordinator will develop a strong working knowledge of the fellowship and be able to clearly describe the program and its impact to prospective applicants, partners, and stakeholders internal and external to UCSF. A core part of the role involves financial and contracting coordination with global fellows, faculty and partners. The Coordinator drafts scopes of work, processes agreements through UCSF Supply Chain Management, tracks invoices and payments, and proactively follows up to resolve delays. They translate complex UCSF administrative, financial, and contracting processes into clear, accessible guidance for international fellows and partners and help them navigate institutional requirements with practical solutions. The Coordinator also works closely with fellows to ensure consistent access to UCSF tools and platforms, liaising with UCSF IT and other departments to troubleshoot and resolve technical and access challenges across networks, an ongoing operational priority that requires persistence and creative problem-solving. The Coordinator also manages complex scheduling across multiple time zones for clinically active faculty and global partners, coordinates 36+ educational sessions per fellowship cohort, supports recruitment and selection, supports onboarding for visiting fellows and observers, disseminates evaluation tools, and contributes to Center-wide activities including the monthly newsletter, social media, website updates, and CHESA Community meetings, Grand Rounds, leadership meetings, and social events. They will build and maintain relationships with administrative counterparts across UCSF departments to streamline coordination over time. Occasional travel may be required for key events, fellow visits, and partner meetings. This role is ideal for someone who is highly organized, detail-oriented, persistent, and energized by supporting complex, mission-driven programs through strong operational execution. Just as important, the Coordinator brings a genuine customer service orientation and enjoys building relationships, taking interest in the fellows, faculty, and partners they support, learning about their work, and earning trust through reliable, thoughtful follow-through. A commitment to reliability, flexibility across multiple time zones and communication platforms, and a genuine interest in global surgery and anesthesia and health equity are essential. We welcome applicants from a range of sectors, including global health, international development, social impact, public health, philanthropy, consulting, nonprofits and technology, whose experience translates to supporting complex, mission-driven programs. Responsibilities % of time Essential Function (Yes/No) Key Responsibilities (To be completed by Supervisor) 25 Yes Financial & Contract Coordination Draft and process scopes of work, agreements, and supporting documentation for fellows, faculty, and global partners; coordinate submission to relevant UCSF departments Apply appropriate payment and contracting mechanisms for each collaboration and engagement Proactively track invoices, payments, and contract statuses; follow up persistently with vendors, partners, and UCSF teams to ensure timely processing Liaise with UCSF Finance and Supply Chain teams; support contract amendments and ensure compliance with institutional requirements Identify and address potential delays or bottlenecks in contract and payment workflows; flag discrepancies or issues to leadership 25 Yes Travel, Procurement & Expense Management Coordinate domestic and international travel logistics for fellows, faculty, and partners, including booking, advances, and itineraries Process travel advances, expense reimbursements, and reconciliations in compliance with UCSF policies Procure equipment, supplies, and services to support program activities Maintain accurate records and documentation for all transactions 25 Yes Event & Meeting Logistics Manage complex scheduling and calendar coordination across fellows, faculty, leadership, and global partners working across multiple time zones; proactively communicate and send reminders to ensure high attendance from clinically active stakeholders Coordinate 36+ fellowship educational sessions per cohort, including confirming speakers, curating background materials and agendas, circulating Zoom links, and documenting minutes, slides, and recordings Coordinate logistics for virtual, hybrid, and in-person events including the international fellowship retreat, CHESA Community meetings, Grand Rounds, leadership meetings, and social events Prepare and distribute agendas, flyers, Zoom links, and meeting materials; support on-site logistics before, during, and after events Document and archive meeting notes, slides, and recordings Monitor shared inboxes and respond to or triage inquiries 15 Yes Operations, Recruitment & Administrative Coordination Maintain and update fellowship program records, databases, contact lists, and documentation systems Support fellowship recruitment and selection, including application tracking, materials preparation and review, and interview coordination Curate educational resources and program materials for fellows Support onboarding and administrative processing for visiting fellows, trainees, and collaborators, including facilitating observerships and rotations at UCSF; serve as primary logistical contact for visitors and guests Disseminate program and fellowship evaluation tools and follow up on survey and project update responses from fellows and alumni Gather and compile content for the CHESA newsletter, social media, and website updates; check CHESA email accounts and maintain project files, databases, and member lists 10 Yes Process Improvement & Operational Support Work with fellows to ensure consistent, reliable access to UCSF tools and platforms; liaise with UCSF IT and relevant departments to troubleshoot and resolve access and connectivity challenges across networks Identify opportunities to improve administrative workflows and systems; recommend and implement process improvements Document standard operating procedures to support consistency and efficiency Translate complex UCSF administrative, financial, and contracting processes into clear, accessible guidance for international fellows and partners Build and maintain relationships with administrative counterparts across UCSF departments to improve coordination and streamline processes over time Qualifications Required Qualifications Bachelor's degree in related area and/or equivalent experience/training. Minimum 2 years of experience coordinating complex scheduling and logistics across multiple time zones, including for clinically active or hard-to-reach stakeholders Demonstrated experience processing travel arrangements, advances, expense reimbursements, and reconciliations in compliance with institutional policies Demonstrated ability to translate complex administrative, financial, or contracting processes into clear, accessible guidance for diverse audiences, including international stakeholders Demonstrated ability to manage multiple concurrent workstreams with competing deadlines, prioritize effectively, and follow through persistently to completion Demonstrated ability to analyze, research, and synthesize information with strong attention to detail Ability to use sound judgment in responding to issues and concerns. Solid communication and interpersonal skills to communicate effectively verbally and in writing. Solid organizational skills and ability to multi-task with demanding timeframes. Working knowledge of common organization-specific and other computer application programs such as Zoom, Google Suite, and project management platforms Ability to use discretion and maintain confidentiality. Strong skills in short term planning, analysis and problem-solving and customer service. Preferred Qualifications Minimum 2 years of professional experience in operations, administrative support, or a related field, including in mission-driven, complex, or fast-paced environments Minimum 2 years of direct experience drafting and processing international contracts and funding mechanisms (e.g., subawards, consultant agreements, MOUs, international vendor procurement) in a complex institutional environment such as a university, academic medical center, research institute, or global NGO, including coordinating with institutional finance, procurement, or supply chain functions Experience working with, in, or supporting programs advancing social impact, health, education, or development Experience supporting a clinical fellowship or training program, or other longitudinal education or cohort-based program, including coordinating educational sessions, recruitment cycles, and participant logistics Demonstrated ability to build cross-functional relationships within complex organizations Demonstrated experience using AI tools (e.g., large language models, automation platforms) to improve workflow efficiency, draft and synthesize content, or streamline administrative processes in a professional setting Experience with UCSF or UC system financial, procurement, and contracting systems (e.g., BearBuy, MyExpense, OSR/Supply Chain processes) Experience with Moodle, Articulate, WordPress, Adobe InDesign, Adobe Photoshop, Adobe Illustrator, and/or Canva Foreign language proficiency, preferably Spanish or French #J-18808-Ljbffr University of California, San Francisco