Executive Operations Coordinator

UCSF•San Francisco, CA

2d•$123,840 - $128,850

About The Position

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.

Requirements

Seasoned and experienced administrative operations professional.
Good judgment in selecting methods and techniques for obtaining solutions.
Strong organizational skills.
Attention to detail.
Customer service orientation.
Adaptability.
Ability to manage multiple priorities in a fast-paced environment.
Effective communication.
Collaboration.
Follow-through.

Responsibilities

Manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope.
Perform short- and long-term planning for the organization.
Supervise staff or students.
Coordinate and support day-to-day operational activities.
Administer assigned operational programs, including equipment lifecycle management, office operations, facilities coordination, workspace assignments, onboarding and offboarding operations, records management, and operational purchasing administration.
Develop and maintain standard operating procedures.
Establish administrative workflows.
Monitor operational effectiveness, and recommend improvements.
Provide 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.
Serve as a liaison among leadership, staff, campus partners, and external stakeholders.
Exercise independent judgment in administering assigned operational programs.
Determine appropriate administrative processes.
Resolve day-to-day operational issues.
Advise departmental leadership on operational needs and opportunities for continuous improvement.
Prioritize work, establish workflows, and ensure operational activities are completed accurately and efficiently.