Administrative Operations Coordinator

Job Description

Job Description


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.

• 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.

• 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.

• 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.

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

• High school…