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Please note: this is a temporary opportunity through September 1, 2026; potential for extension. Fully on-site, ICAP Division, ZSFG. Required: Bilingual in Spanish.
The Division of Infant, Child, and Adolescent Psychiatry (ICAP) is part of the Department of Psychiatry at Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG). Our mission is to provide high quality, culturally tailored, trauma-informed mental health services for youth (birth to age 24) and their families, across clinical, community-based, training, and research settings. Under the supervision of the Division Administrator, this on-site position supports ICAP's administrative office and operational staff, coordinating supplies, equipment, and division-wide administrative functions.
Responsibilities
1) Clinical/Medical Program Support

• Complete referrals and schedule appointments for ICAP clinics
• Contact patients for reminders and clinic-related services
• Greet visitors, assess needs, and refer to appropriate resources
• Serve as the central administrative contact for ICAP division
• Relay, triage, and route messages to team members, faculty, and staff
• Manage phone lines, voicemail, and incoming packages
• Maintain administrative equipment (copiers, printers, fax)
• Provide administrative support for clinicians and psychiatrists
• Maintain file organization and oversee supply inventory/storage
• Ensure client database maintenance and generate reports as needed
• Open/close client charts and verify eligibility as necessary
• Issue and monitor transportation vouchers and mobile phones, reconcile monthly charges, and supply the Administrator with timely billing information.

2) Facility/Office Management & IT Helpdesk Support

• Organize office layout and procure necessary equipment
• Maintain office cleanliness and central office organization
• Provide first-line IT support; submit facilities work orders (via ZSFG/UCSF systems)
• Act as telecommunications liaison; manage phone service requests and maintain/update phone lists
• Maintain ICAP space database; manage onboarding for new staff (accounts, IT setup, space assessments)
• Take meeting minutes and distribute them
• Order and track IT/AV equipment
• Assist with division event planning (Staff Appreciation, Holidays, Farewell, Welcome events)
• Manage event logistics (food orders, room setup, sign-in, reimbursements, flyer distribution)

3) Data, Reporting, and Administrative Compliance

• Maintain and update data-related spreadsheets and dashboards (e.g., PURQC, UOS)
• Collect, format, and report data to support division leadership
• Draft, edit, and format reports and presentations.
• Review and update clinical and administrative policies; ensure compliance with deadlines
• Integrate data from multiple sources (EHR, spreadsheets, budgets, policies) to produce consolidated reports for leadership
• Assist with expense reporting, reimbursement processes, and vendor payments
• Review invoices for accuracy and escalate discrepancies
• Maintain secure physical and digital filing systems

4) Training, Meetings, and Documentation

• Arrange venues, A/V equipment, conferencing (Zoom/Teams), and catering as needed
• Prepare agendas, take and disseminate meeting minutes, and track action items
• Support scheduling of complex meetings and coordination with multiple departments
• Manage communications and RSVPs for events
• Prepare and maintain administrative binders, training checklists, and documentation organization
• Develop and maintain standard operating procedures (SOPs) for administrative workflows
• Manage and oversee the scheduling for senior leadership, including calendar organization, meeting coordination across teams, travel arrangements when needed, and pre-meeting briefings

5) Special Projects and Cross-Functional Support

• Lead or support division-wide projects as needed (e.g., workflow improvements, policy updates)
• Coordinate with clinical leaders for coverage and admin needs

Qualifications
Required:

• Bilingual in Spanish
• High school diploma or GED; 4 years of related experience, or an equivalent combination
• Ability to work cooperatively and communicate effectively with diverse teams
• Ability to interact with clients and visitors in a professional, courteous, and inclusive manner.
• Detail-oriented with strong written and verbal communication
• Advanced proficiency in Microsoft Office 365 or Google Workspace (Word, Excel, PowerPoint) and capable of managing Access and Excel databases
• Experience with electronic health records and data integrity
• Ability to manage multiple tasks, set priorities, and meet deadlines
• Ability to maintain confidentiality and handle sensitive client and staff information with discretion.
• Knowledge of privacy and confidentiality standards in healthcare settings

Preferred:

• Prior experience in a hospital or behavioral health administrative role
• Familiarity with Epic or other EHR systems; proficiency in data extraction for reporting
• Experience with event planning and coordination

About Us
About UCSF
The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.
Pride Values
UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.
In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here.
Join us to find a rewarding career contributing to improving healthcare worldwide.
Equal Employment Opportunity
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
Salary Information
The final salary and offer components are subject to additional approvals based on UC policy.
Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.
To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html