Admin Operations Coordinator

%

of time

Essential Function (Yes/No )

Key Responsibilities

(To be completed by Supervisor)

30%

Office Management

• Administers facilities and space operations across CNEI-managed locations, including workspace assignments, office reconfigurations, signage, building access, and maintenance requests in partnership with Facilities and building management.
• Monitors facilities-related requests and operational issues, coordinating timely resolution and communicating updates with department leaders and stakeholders.
• Runs day-to-day operational readiness across CNEI-managed spaces including, but not limited to the following:
  • Nursing Innovation & Education Center
  • CPR Skills Cart Room across all locations
  • CNEI Drop-Down Spaces
  • CNEI Office Spaces

20%

Equipment and Resource Coordination

• Coordinates equipment, furniture, and supply needs across CNEI locations including procurement, inventory tracking, distribution, maintenance coordination, and disposal of surplus resources.
• Maintains inventory records, ordering schedules, and established par levels to ensure operational readiness and consistent resource availability.
• Coordinates operational logisitcs for new staff, including workstation setup, equipment provisioning, building access, and site readiness.
• Monitors equipment condition and supply utilization, identifying replacement or replenishment needs and communicating recommendations to CNEI leaders.

40%

Operational Coordination & Administrative Support

• Tracks operational and facilities-related expenditures and prepares routine reports and budget information.
• Maintains department operational documentation and resources, including location guides, facilities procedures, operational checklists, and resource directories.
• Collects, tracks, and summarizes operational data, including facilities request, space utilization, onboarding activities, equipment inventory, and operational metrics to support departmental planning purposes.
• Represents CNEI operational interests by serving as a building governance committee member. Coordinates follow-up actions and communicates operational updates impacting CNEI locations.
• Coordinates departmental operational requests and logistics, including event logistics, meeting and training space reservations, room setup, and operational resource scheduling across CNEI locations.
• Coordinates nursing onboarding activities in collaboration with Human Resources, department leaders, and contracted vendors. Ensures timely completion of onboarding requirements by coordinating competency validation assignments, required learning, documentation.
• Retrieves and prepares documentation for audits and regulatory requests. Maintains education, training, and operational records to support regulatory, accreditation, and organizational compliance activities. Retrieves and prepares documentation for audits with organizational, regulatory, and accreditation requirements.
• Coordinates student and observational onboarding activities as needed with academic partners, department leaders, and organizational stakeholders. Tracks onboarding requirements, education assignments, and required documentation to support timely undergraduate and graduate student placement and organizational compliance.
• Ensures departmental communications, operational resources, and educational materials adhere to UCSF branding and accessibility standards.

5%

Emergency Action Planning

• Serves as departmental Safety Coordinator, partnering with leaders from each CNEI location to coordinate safety and emergency preparedness activities.
• Coordinates communication of emergency preparedness information, safety training, and evacuation drills, partnering with site leaders to support staff awareness and departmental readiness.
• Maintains and updates department-specific Emergency Action Plans (EAPs), ensuring leaders are informed of emergency procedures, roles, and responsibilities.

5%

Other Duties as Assigned

100%