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.