Administrative Operations Coordinator

Location: Fully on-site, ICAP Division, Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG)

The Division of Infant, Child, and Adolescent Psychiatry (ICAP) is part of the Department of Psychiatry at Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG). Our mission is to provide high quality, culturally tailored, trauma-informed mental health services for youth (birth to age 24) and their families across clinical, community-based, training, and research settings.

Under the supervision of the Division Administrator, this on-site position supports ICAP's administrative office and operational staff by coordinating supplies, equipment, and division-wide administrative functions.

Key Responsibilities:

Clinical/Medical Program Support

• Complete referrals and schedule appointments for ICAP clinics.
• Contact patients with appointment reminders and provide clinic-related support.
• Greet visitors, assess needs, and refer them to appropriate resources.
• Serve as the central administrative contact for the ICAP Division.
• Relay, triage, and route messages to team members, faculty, and staff.
• Manage phone lines, voicemail, and incoming packages.
• Maintain administrative equipment, including copiers, printers, and fax machines.
• Provide administrative support for clinicians and psychiatrists.
• Maintain file organization and oversee supply inventory and storage.
• Ensure client database maintenance and generate reports as needed.
• Open and close client charts and verify eligibility as necessary.
• Issue and monitor transportation vouchers and mobile phones, reconcile monthly charges, and provide timely billing information to the Division Administrator.

Facility/Office Management & IT Helpdesk Support

• Organize office layout and procure necessary equipment.
• Maintain office cleanliness and organization.
• Provide first-line IT support and submit facilities work orders through ZSFG/UCSF systems.
• Serve as the telecommunications liaison by managing phone service requests and maintaining phone directories.
• Maintain the ICAP space database and coordinate onboarding activities, including account setup, IT support, and workspace assessments.
• Take meeting minutes and distribute them to participants.
• Order and track IT and audiovisual equipment.
• Assist with planning division events, including Staff Appreciation, holiday, farewell, and welcome events.
• Coordinate event logistics, including food orders, room setup, sign-in, reimbursements, and flyer distribution.

Data, Reporting, and Administrative Compliance

• Maintain and update data-related spreadsheets and dashboards (e.g., PURQC, UOS).
• Collect, format, and report data to support division leadership.
• Draft, edit, and format reports and presentations.
• Review and update clinical and administrative policies and monitor compliance with deadlines.
• Integrate data from multiple sources, including electronic health records (EHR), spreadsheets, budgets, and policies, to produce consolidated reports for leadership.
• Assist with expense reporting, reimbursement processes, and vendor payments.
• Review invoices for accuracy and escalate discrepancies as needed.
• Maintain secure physical and electronic filing systems.

Training, Meetings, and Documentation

• Arrange meeting venues, audiovisual equipment, virtual conferencing (Zoom/Teams), and catering as needed.
• Prepare agendas, record and distribute meeting minutes, and track action items.
• Support scheduling of complex meetings involving multiple departments.
• Manage event communications and RSVPs.
• Prepare and maintain administrative binders, training checklists, and organized documentation.
• Develop and maintain standard operating procedures (SOPs) for administrative workflows.
• Manage scheduling for senior leadership, including calendar management, cross-team meeting coordination, travel arrangements as needed, and pre-meeting preparation.

Special Projects and Cross-Functional Support

• Lead or support division-wide projects, including workflow improvements and policy updates.
• Coordinate with clinical leaders to support administrative and operational coverage needs.

N/A

Required Qualifications:

• High school diploma or GED and four years of related experience, or an equivalent combination of education and experience.
• Ability to work cooperatively and communicate effectively with diverse teams.
• Ability to interact with clients and visitors in a professional, courteous, and inclusive manner.
• Detail-oriented with strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office 365 or Google Workspace, including Word, Excel, and PowerPoint, with the ability to manage Access and Excel databases.
• Experience working with electronic health records (EHR) and maintaining data integrity.
• Ability to manage multiple tasks, prioritize work, and meet deadlines.
• Ability to maintain confidentiality and handle sensitive client and staff information with discretion.
• Knowledge of privacy and confidentiality standards in healthcare settings.

Preferred Qualifications:

• Bilingual in Spanishz
• Prior administrative experience in a hospital or behavioral health setting.
• Familiarity with Epic or other electronic health record (EHR) systems, including experience with data extraction for reporting.
• Experience planning and coordinating meetings, events, or other administrative activities.

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 here.

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

To learn more about the benefits of working at UCSF, including total compensation, please visit:

Required Qualifications:

• High school diploma or GED and four years of related experience, or an equivalent combination of education and experience.
• Ability to work cooperatively and communicate effectively with diverse teams.
• Ability to interact with clients and visitors in a professional, courteous, and inclusive manner.
• Detail-oriented with strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office 365 or Google Workspace, including Word, Excel, and PowerPoint, with the ability to manage Access and Excel databases.
• Experience working with electronic health records (EHR) and maintaining data integrity.
• Ability to manage multiple tasks, prioritize work, and meet deadlines.
• Ability to maintain confidentiality and handle sensitive client and staff information with discretion.
• Knowledge of privacy and confidentiality standards in healthcare settings.

Preferred Qualifications:

• Bilingual in Spanishz
• Prior administrative experience in a hospital or behavioral health setting.
• Familiarity with Epic or other electronic health record (EHR) systems, including experience with data extraction for reporting.
• Experience planning and coordinating meetings, events, or other administrative activities.