Admin Operations Coordinator

University of California - San Francisco; San Francisco (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

University of California - San Francisco seeks an experienced Administrative Operations Coordinator to manage day-to-day operational and facilities functions for the Center for Nursing Excellence & Innovation (CNEI) across multiple locations. You will coordinate space, equipment, onboarding, and regulatory documentation while ensuring consistent standards and communications.

The role requires strong planning, confidentiality, and cross-site collaboration with human resources and facilities

Qualifications

• Minimum 3 years of administrative operations or facilities coordination experience.
• Thorough knowledge of university rules and procedures for facilities and logistics.
• Strong verbal and written communication, active listening, critical thinking, and customer service skills.
• Experience with supply purchasing, expense tracking, event planning, inventory, equipment, and facilities record keeping (Office 365, Drupal, ServiceNow).
• Ability to maintain confidentiality and use sound judgment.
• Ability to plan short-term, analyze, and prioritize across multi-site locations.

Responsibilities

• Administers facilities and space operations across multiple locations, coordinating workspace assignments and maintenance in partnership with Facilities and building management.
• Coordinates equipment, furniture, and supply needs, maintains inventory records, and handles procurement and deployment for new staff.
• Tracks expenditures, maintains operational documentation, and prepares routine reports and budgeting information.
• Represents operational interests by serving on governing committees and coordinating communications of updates impacting multiple sites.
• Coordinates events, room reservations, onboarding activities, and regulatory/compliance documentation across locations.
• Ensures branding and accessibility standards for communications and educational materials across CNEI locations.

Skills

Administrative operations

Facilities coordination

Communication skills

Office management

Project coordination

Multisite coordination

Discretion/confidentiality

Budget tracking

Tools

Office 365

Drupal

ServiceNow

Job description

Department Overview

Uses skills as a seasoned and experienced administrative operations professional to manage, plan, and administer operational and facilities functions for the Center for Nursing Excellence & Innovation (CNEI), spanning several locations. Provides day-to-day operational coordination for CNEI, ensuring consistent standards, procedures, and working conditions across multiple CNEI locations. Demonstrates good judgment in independently coordinating operational and administrative processes and prioritizing multi-site logistics.

%

of time

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 logistics 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%

Required Qualifications

• Minimum 3 years of administrative operations or facilities coordination experience.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for facilities and logistics.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Knowledge of a variety of administrative operational activities such as supply purchasing, expense tracking, event planning, inventory, equipment, and facilities record keeping.
  Solid knowledge of common University-specific computer application programs (Office 365, Drupal, ServiceNow).
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Strong customer service orientation across all locations and able to run operations on competing site-level priorities.
• Ability to coordinate and prioritize work across multiple locations with minimal supervision.

Preferred Qualifications

Knowledge of workplace safety regulations and experience serving as site safety coordinator or liaison.

• Project management certification from a reputable organization such as PMP, CSM, or ACP to include a qualifying exam and/or quality assurance processes like Six Sigma or Lean or equivalent project management experience.

Required Qualifications

• Minimum 3 years of administrative operations or facilities coordination experience.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for facilities and logistics.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Knowledge of a variety of administrative operational activities such as supply purchasing, expense tracking, event planning, inventory, equipment, and facilities record keeping.
  Solid knowledge of common University-specific computer application programs (Office 365, Drupal, ServiceNow).
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Strong customer service orientation across all locations and able to run operations on competing site-level priorities.
• Ability to coordinate and prioritize work across multiple locations with minimal supervision.

Preferred Qualifications

Knowledge of workplace safety regulations and experience serving as site safety coordinator or liaison.

• Project management certification from a reputable organization such as PMP, CSM, or ACP to include a qualifying exam and/or quality assurance processes like Six Sigma or Lean or equivalent project management experience.