ADMIN OFCR 3 CX

University of California - San Francisco; Oakland (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

University of California, San Francisco (UCSF) seeks an experienced Executive Coordinator to support California's CYBHI BH Consult Program. The EC will coordinate statewide partner activities, manage communications, support high-level meetings, and strengthen internal workflows and operational infrastructure.

Housed within the Department of Psychiatry and Behavioral Sciences, the Cal-MAP Program requires strategic prioritization, diplomacy, and proactive problem-solving to advance health equity

Qualifications

• Bachelor's degree in a related area and three+ years of experience or equivalent experience/training.
• 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, scheduling software).

Responsibilities

• Design and continuously improve program-wide communication systems to ensure efficient, scalable workflows.
• Triaging, prioritizing, and responding to inquiries from statewide partners and the public.
• Route and escalate complex or sensitive communications with minimal oversight.
• Author and edit program-wide announcements and updates reflecting priorities.
• Manage complex scheduling across leadership and statewide partners; prepare agendas and follow-up.

Skills

Administrative coordination

Executive support

Analytical skills

Organization

Prioritization

Office/project management tools

Education

Bachelor's degree

Tools

Microsoft Office

Smartsheet

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.

Key Responsibilities

• 40% – Design and continuous improvement of program-wide communication systems
  • 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% – Manage complex scheduling and support leadership
  • 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% – Ownership of day‑to‑day operational functions
  • 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% – Maintain outreach, education, conference, and event calendars
  • 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% – Participate in special projects and represent the program
  • 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.

Required Qualifications

• Bachelor's degree in a 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.