Executive Operations Coordinator

UCSF Health, AG; San Francisco (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

UCSF Real Estate is seeking an experienced Executive Operations Coordinator to manage and plan the operations of a mid-sized academic department. You will support the Leadership Team, coordinate calendars, travel, and communications, and ensure efficient day-to-day operations in a fast-paced environment.

The role requires strong organizational skills, discretion, and the ability to develop SOPs, oversee onboarding/offboarding, and collaborate with campus partners across multiple locations to

Qualifications

• Bachelor's degree in a related area is required or equivalent experience.
• 3+ years of related work experience preferred.
• Experience with university administrative policies and business systems.
• Strong written, verbal, and interpersonal communication skills.

Responsibilities

• Manage and administer operations for a small to mid-sized department with limited scope.
• Coordinate calendars, meetings, travel, and prepare materials for leadership.
• Develop and maintain standard operating procedures and workflows.
• Oversee onboarding/offboarding, records management, and procurement.
• Support leadership with strategic planning and process improvements.

Skills

University policies & processes

Interpersonal & communication

Discretion & confidentiality

Planning & analysis

Multi-stakeholder coordination

SOPs & process improvement

Operational program administration

Procurement & facilities coordination

Project management

Education

Bachelor's degree in related area

Job description

Description & Requirements

Job Description

Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

Under the general direction of the Director of Operations, the Executive Operations Coordinator provides experienced administrative, operational, and executive support for UCSF Real Estate. The incumbent coordinates and supports day-to-day operational activities that contribute to the efficient functioning of the organization and its Leadership Team.

The incumbent independently administers assigned operational programs, including equipment lifecycle management, office operations, facilities coordination, workspace assignments, onboarding and offboarding operations, records management, and operational purchasing administration. The position develops and maintains standard operating procedures, establishes administrative workflows, monitors operational effectiveness, and recommends improvements that enhance efficiency and customer service.

The incumbent provides administrative support to members of the Real Estate Leadership Team, including coordinating calendars, scheduling meetings, preparing materials and correspondence, coordinating travel arrangements, and handling sensitive and confidential information with discretion and professionalism. The position serves as a liaison among leadership, staff, campus partners, and external stakeholders to support communication, coordination, and the successful execution of operational activities.

Working independently within established policies and procedures, the Executive Operations Coordinator exercises independent judgment in administering assigned operational programs, determining appropriate administrative processes, resolving day-to-day operational issues, and advising departmental leadership on operational needs and opportunities for continuous improvement. The incumbent independently prioritizes work, establishes workflows, and ensures operational activities are completed accurately and efficiently.

Success in this role requires strong organizational skills, attention to detail, customer service orientation, adaptability, and the ability to manage multiple priorities in a fast-paced environment. The position requires effective communication, collaboration, and follow-through to support the operational needs of UCSF Real Estate and ensure a high level of service across the organization.

Qualifications

Required Qualifications

• Bachelor's degree in related area and 3+ years of related work experience; and / or equivalent experience / training.
• Working knowledge of University administrative policies, procedures, and business systems.
• Strong interpersonal, verbal, and written communication skills, including active listening, collaboration, and customer service.
• Solid knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Experience supporting multiple leaders and stakeholders simultaneously.
• Ability to analyze operational needs and advise leadership on administrative solutions within established policies.
• Knowledge of records management and administrative best practices.
• Demonstrated experience independently administering operational or administrative programs
• Experience developing, documenting, and implementing standard operating procedures and business processes
• Experience administering operational procurement, equipment inventory, facilities coordination, or related administrative programs across multiple locations
• Demonstrated ability to independently resolve operational issues and recommend process improvements

Preferred Qualifications

• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Experience supporting onboarding, offboarding, operational documentation, and administrative coordination activities.
• Ability to build collaborative working relationships across multiple departments and stakeholder groups.