Executive Operations Coordinator

University of California, San Francisco•San Francisco, CA

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

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.

Nice To Haves

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.

Responsibilities

Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.
Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and / or contracts and grants.
Develops and prepares budgets and financial reports for funding which may be complex.
Performs recharge administration.
Provides input into non-technical portions of grant and contract proposals.
Coordinates and participates in a variety of human resources activities including employment, training, classification, and ensuring the completion of forms and documents related to HR and Payroll for unit / department.
Gathers, analyzes, prepares and summarizes financial and HR reports.
May provide guidance to support employees and / or students.
Performs studies for resource plans, including approaches, trends, sources and uses.
Serves on committees, representing department / unit.
Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.
Develops and implements procedures for supply inventory and to keep equipment in good working condition.
Administers facilities and space logistics and manages equipment needs.
Acts as safety coordinator.
May assist with fundraising related duties.