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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.

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 neede d 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

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