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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

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