Executive Operations Coordinator

About the role

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.

Responsibilities

• Independently 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 that enhance efficiency and customer service.
• 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 with discretion and professionalism.
• Serve as a liaison among leadership, staff, campus partners, and external stakeholders to support communication, coordination, and the successful execution of operational activities.
• Exercise 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.
• Independently prioritize work, establish workflows, and ensure operational activities are completed accurately and efficiently.

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.

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.

Skills

• Strong organizational skills and attention to detail.
• Customer service orientation and adaptability.
• Ability to manage multiple priorities in a fast-paced environment.
• Effective communication, collaboration, and follow-through.