Executive Coordinator, Statewide Behavioral Health Program

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

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