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Admin Operations Coordinator

Location
San Francisco
Workplace
Hybrid
Compensation
$48 – $75
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About this role

Job Summary 

Uses skills as a seasoned and experienced administrative operations professional to manage, plan, and administer operational and facilities functions for the Center for Nursing Excellence & Innovation (CNEI), spanning several locations. Provides day-to-day operational coordination for CNEI, ensuring consistent standards, procedures, and working conditions across multiple CNEI locations. Demonstrates good judgment in independently coordinating operational and administrative processes and prioritizing multi-site logistics.

Department Overview 

The Center for Nursing Excellence & Innovation (CNEI) is a support department with five main divisions: Nursing Professional Development, Nursing Quality and Analytics, Clinical Practice, Nursing Continuous Improvement and Research, and Magnet Recognition Program®. The Professional Development team includes Nursing Professional Development Specialists who oversee the Department of Nursing’s training and education needs. The Nursing Practice team includes Clinical Nurse Specialists and Advanced Practice Specialists, who oversee evidence-based practice standards that optimize quality and safety patient outcomes. The Research & Scholarship team includes Nurse Scientists and a Scholarship Development Specialist who oversee the infrastructure for clinical inquiry, research, and innovation. The Nursing Continuous Improvement team oversees continuous improvement and evidence-based practice processes across the system. The Nursing Quality and Analytics team includes nursing quality analysts who oversee data production, dissemination, and analytics. The Magnet Program Director collaborates with CNEI, Nursing leaders, and the Nursing Department to advance excellence in accordance with Magnet Recognition Program® standards. The mission of the CNEI team is to prepare and support UCSF nurses to be expert clinicians and authentic leaders who provide high-quality, compassionate care, foster the spirit of clinical inquiry, promote professional development, and enhance a culture of diversity and inclusivity.

Responsibilities

% 

of time

Essential Function (Yes/No)

  

Key Responsibilities

(To be completed by Supervisor)

30%

 

Office Management

  • Administers facilities and space operations across CNEI-managed locations, including workspace assignments, office reconfigurations, signage, building access, and maintenance requests in partnership with Facilities and building management.
  • Monitors facilities-related requests and operational issues, coordinating timely resolution and communicating updates with department leaders and stakeholders.
  • Runs day-to-day operational readiness across CNEI-managed spaces including, but not limited to the following:
    • Nursing Innovation & Education Center
    • CPR Skills Cart Room across all locations
    • CNEI Drop-Down Spaces
    • CNEI Office Spaces

 

20%

 

Equipment and Resource Coordination

  • Coordinates equipment, furniture, and supply needs across CNEI locations including procurement, inventory tracking, distribution, maintenance coordination, and disposal of surplus resources.
  • Maintains inventory records, ordering schedules, and established par levels to ensure operational readiness and consistent resource availability.
  • Coordinates operational logisitcs for new staff, including workstation setup, equipment provisioning, building access, and site readiness.
  • Monitors equipment condition and supply utilization, identifying replacement or replenishment needs and communicating recommendations to CNEI leaders.

 

40%

 

Operational Coordination & Administrative Support

  • Tracks operational and facilities-related expenditures and prepares routine reports and budget information.
  • Maintains department operational documentation and resources, including location guides, facilities procedures, operational checklists, and resource directories.
  • Collects, tracks, and summarizes operational data, including facilities request, space utilization, onboarding activities, equipment inventory, and operational metrics to support departmental planning purposes.
  • Represents CNEI operational interests by serving as a building governance committee member. Coordinates follow-up actions and communicates operational updates impacting CNEI locations.
  • Coordinates departmental operational requests and logistics, including event logistics, meeting and training space reservations, room setup, and operational resource scheduling across CNEI locations.
  • Coordinates nursing onboarding activities in collaboration with Human Resources, department leaders, and contracted vendors. Ensures timely completion of onboarding requirements by coordinating competency validation assignments, required learning, documentation.
  • Retrieves and prepares documentation for audits and regulatory requests. Maintains education, training, and operational records to support regulatory, accreditation, and organizational compliance activities. Retrieves and prepares documentation for audits with organizational, regulatory, and accreditation requirements.
  • Coordinates student and observational onboarding activities as needed with academic partners, department leaders, and organizational stakeholders. Tracks onboarding requirements, education assignments, and required documentation to support timely undergraduate and graduate student placement and organizational compliance.
  • Ensures departmental communications, operational resources, and educational materials adhere to UCSF branding and accessibility standards.

 

5%

 

Emergency Action Planning

  • Serves as departmental Safety Coordinator, partnering with leaders from each CNEI location to coordinate safety and emergency preparedness activities.
  • Coordinates communication of emergency preparedness information, safety training, and evacuation drills, partnering with site leaders to support staff awareness and departmental readiness.
  • Maintains and updates department-specific Emergency Action Plans (EAPs), ensuring leaders are informed of emergency procedures, roles, and responsibilities.

 

5%

 

Other Duties as Assigned

 

100%

  

Qualifications

Required Qualifications 

  • Minimum 3 years of administrative operations or facilities coordination experience.
  • Thorough knowledge of University rules and regulations, processes, protocols and procedures for facilities and logistics.
  • Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
  • Knowledge of a variety of administrative operational activities such as supply purchasing, expense tracking, event planning, inventory, equipment, and facilities record keeping.
    Solid knowledge of common University-specific computer application programs (Office 365, Drupal, ServiceNow).
  • Ability to use discretion and maintain confidentiality.
  • Strong skills in short-term planning, analysis, problem-solving, and customer service.
  • Strong customer service orientation across all locations and able to run operations on competing site-level priorities.
  • Ability to coordinate and prioritize work across multiple locations with minimal supervision.

 

Preferred Qualifications 

  • Bachelor's degree  

  • Knowledge of workplace safety regulations and experience serving as site safety coordinator or liaison.

  • Project management certification from a reputable organization such as PMP, CSM, or ACP  to include a qualifying exam and/or quality assurance processes like Six Sigma or Lean or equivalent project management experience.

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