ADMIN OFCR 3 CX

University of California, San Francisco; Oakland (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

University of California, San Francisco (UCSF) seeks an experienced Executive Coordinator to support the Cal-MAP statewide program within the Department of Psychiatry and Behavioral Sciences. This role coordinates statewide partner activities, manages communications systems, and supports high-level meetings and internal workflows.

The EC will oversee scheduling across leadership and partners, prepare agendas, materials, and follow-ups, and guide administrative staff on workflows while handling

Qualifications

• Bachelor’s degree required with three+ years of experience or equivalent training.
• Proven experience in administrative coordination, executive support, or event planning.
• Strong analytical, communication, and organizational skills with the ability to exercise sound judgment under pressure.
• Proven ability to manage competing priorities with autonomy, discretion and attention to detail.
• Proficiency with office and project management platforms (e.g., Microsoft Office Suite, Smartsheet, email platforms, and scheduling software).

Responsibilities

• Lead the design and continuous improvement of program-wide communication systems, ensuring workflows are efficient, scalable, and aligned with program goals.
• Exercise independent judgment in triaging, prioritizing, and responding to inquiries from statewide partners, stakeholders, and the public through the program inbox and phone line.
• Determine appropriate routing and escalation of complex or sensitive communications with minimal oversight.
• Author and edit program wide announcements, outreach materials, and updates that reflect program voice and strategic priorities.
• Independently manage and prioritize complex scheduling across leadership, statewide partners, committees.
• Lead the preparation of agendas, materials, and post-meeting follow-up ensuring accountability for action items and deadlines across multiple teams.
• Exercise discretion and diplomacy when navigating sensitive stakeholder relationships and internal leadership dynamics.
• Onboard and guide administrative staff on communication standards and operational workflows.
• Take ownership of day-to-day operational functions, proactively identifying gaps and independently implementing solutions to improve efficiency.
• Design and refine systems for document management, workflow coordination, and operational tracking that support program scalability.
• Manage the statewide clinician call schedule, including independently resolving real-time conflicts, coverage gaps, and partner communication needs.
• Drive continuous improvement initiatives and contribute to the development of internal policies and procedures.
• Maintain outreach, education, conference, and event calendars for the program.
• Coordinate logistics for meetings, conferences, and cross-functional events.
• Prepare and distribute pre-event and post-event communications and materials.
• Assemble informational packets, fact sheets, briefing materials, and presentation materials for leadership and faculty.
• Research, compile, and summarize issues, policies, and topics to support leadership decision-making and communication needs.
• Participate and contribute to special projects, pilot initiatives, and cross-functional efforts with significant operational impact.
• Represent the program in internal and external meetings exercising independent judgment and serving as a credible ambassador for Cal-MAP’s mission.

Education

Bachelor’s degree in related area

Three+ years of experience or equivalent experience/training

Strong analytical, communication, and organizational skills

Autonomy, discretion and attention to detail

Proficiency with office and project management platforms (e.g., Microsoft Office Suite, Smartsheet, email platforms, scheduling software)

Job description

Department Overview

The UCSF Department of Psychiatry and Behavioral Sciences and the Langley Porter Psychiatric Institute are among the nation’s foremost resources in the fields of child, adolescent, adult, and geriatric mental health. Together they constitute one of the largest departments in the UCSF School of Medicine and the UCSF Weill Institute for Neurosciences, with a mission focused on research (basic, translational, clinical), teaching, patient care, and public service.

Job Description

Department Overview

The UCSF Department of Psychiatry and Behavioral Sciences and the Langley Porter Psychiatric Institute are among the nation’s foremost resources in the fields of child, adolescent, adult, and geriatric mental health. Together they constitute one of the largest departments in the UCSF School of Medicine and the UCSF Weill Institute for Neurosciences, with a mission focused on research (basic, translational, clinical), teaching, patient care, and public service.

Job Summary

The University of California, San Francisco (UCSF) implements California’s Child and Youth Behavioral Health Initiative (CYBHI) Behavioral Health (BH) Consult Program, a core component of the state’s Master Plan for Kids’ Mental Health. The BH Consult Program advances health equity by expanding access to timely, evidence-based, and culturally responsive mental and behavioral health support for California children and youth (ages 0–25).

Housed within the Department of Psychiatry and Behavioral Sciences, the Cal-MAP Program is seeking an experienced and highly organized Executive Coordinator (EC) to provide operational, administrative, and strategic support across a complex and fast-growing statewide program. The EC will play a central role in coordinating statewide partner activities, managing core communication systems, supporting high-level meetings, and strengthening internal workflows and operational infrastructure.

Responsibilities

Key Responsibilities

 
of time

Essential Function (Yes/No

Key Responsibilities

(To be completed by Supervisor)

40%

Yes

• Lead the design and continuous improvement of program-wide communication systems, ensuring workflows are efficient, scalable, and aligned with program goals.
• Exercise independent judgement in triaging, prioritizing, and responding to inquiries from statewide partners, stakeholders, and the public through the program inbox and phone line.
• Determine appropriate routing and escalation of complex or sensitive communications with minimal oversight.
• Author and edit program wide announcements, outreach materials, and updates that reflect program voice and strategic priorities.

20%

Yes

• Independently manage and prioritize complex scheduling across leadership, statewide partners, committees.
• Lead the preparation of agendas, materials, and post-meeting follow-up ensuring accountability for action items and deadlines across multiple teams.
• Exercise discretion and diplomacy when navigating sensitive stakeholder relationships and internal leadership dynamics.
• Onboard and guide administrative staff on communication standards and operational workflows.

15%

Yes

• Take ownership of day-to-day operational functions, proactively identifying gaps and independently implementing solutions to improve efficiency.
• Design and refine systems for document management, workflow coordination, and operational tracking that support program scalability.
• Manage the statewide clinician call schedule, including independently resolving real-time conflicts, coverage gaps, and partner communication needs.
• Drive continuous improvement initiatives and contribute to the development of internal policies and procedures.

20%

Yes

• Maintain outreach, education, conference, and event calendars for the program.
• Coordinate logistics for meetings, conferences, and cross-functional events.
• Prepare and distribute pre-event and post-event communications and materials.
• Assemble informational packets, fact sheets, briefing materials, and presentation materials for leadership and faculty.
• Research, compile, and summarize issues, policies, and topics to support leadership decision-making and communication needs.

5%

Yes

• Participate and contribute to special projects, pilot initiatives, and cross-functional efforts with significant operational impact.
• Represent the program in internal and external meetings exercising independent judgment and serving as a credible ambassador for Cal-MAP’s mission.

10 0%

Yes (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Qualifications

Required Qualifications:

• Bachelor’s degree in related area and three+ years of experience or equivalent experience/training.
• Proven experience in administrative coordination, executive support, or event planning.
• Strong analytical, communication, and organizational skills with the ability to exercise sound judgment under pressure.
• Proven ability to manage competing priorities with a high degree of autonomy, discretion and attention to detail.
• Proficiency with office and project management platforms (e.g., Microsoft Office Suite, Smartsheet, email platforms, and scheduling software).

Preferred Qualifications

• Experience in a statewide, healthcare, behavioral health, or academic program environment requiring complex stakeholder management.
• Track record of preparing executive-level materials and independently driving cross-functional coordination.
• Experience exercising confidentiality and diplomacy in sensitive, high stakes situations
• Familiarity with quality improvement frameworks and organizational development practices.