Front Desk Coordinator

Employment Duration: 3 months (w/ potential for extension)

Location: Fully on-site, ICAP Division, Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG)

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 is a primarily front desk and patient-facing position that serves as a central point of contact for the ICAP Division. The position supports patients, visitors, clinicians, faculty, and staff through appointment scheduling, referrals, phone and message management, reception coverage, and day-to-day administrative support. In addition to these primary front desk responsibilities, the position provides administrative and operational support to the division, including meeting coordination, supplies and equipment, documentation, reporting, facilities and IT requests, and special projects.

Primary Responsibilities: Front Desk & Patient Support

• Serve as a primary front desk and administrative contact for the ICAP Division.
• Greet patients and visitors, assess their needs, and connect them with the appropriate staff or resources.
• Complete referrals and schedule appointments for ICAP clinics.
• Contact patients with appointment reminders and provide clinic-related administrative support.
• Manage incoming phone calls and voicemail and relay, triage, and route messages to appropriate team members, faculty, and staff.
• Provide administrative support to clinicians and psychiatrists.
• Open and close client charts and verify eligibility as necessary.
• Maintain client database information and generate reports as needed.
• Maintain organized and secure physical and electronic files.
• Receive and route incoming packages and other office communications.
• Issue and monitor transportation vouchers and mobile phones, reconcile monthly charges, and provide timely billing information to the Division Administrator.

Office & Division Administrative Support

• Maintain an organized, professional, and functional front office and administrative workspace.
• Monitor office and clinical supply inventory and coordinate ordering and storage.
• Maintain administrative equipment, including copiers, printers, and fax machines.
• Organize office space and assist with procuring necessary equipment.
• Submit facilities work orders through ZSFG/UCSF systems and assist with first-line IT support.
• Serve as the telecommunications liaison by coordinating phone service requests and maintaining phone directories.
• Maintain the ICAP space database.
• Support onboarding activities, including account setup, IT coordination, and workspace assessments.
• Order and track IT and audiovisual equipment.

Meetings, Scheduling & Events

• Coordinate meetings, including room reservations, audiovisual equipment, Zoom/Teams setup, and catering as needed.
• Prepare agendas, record and distribute meeting minutes, and track action items.
• Assist with scheduling meetings involving multiple departments and stakeholders.
• Support senior leadership scheduling, including calendar management, cross-team meeting coordination, travel arrangements as needed, and pre-meeting preparation.
• Manage event communications and RSVPs.
• Assist with division events, including Staff Appreciation, holiday, farewell, and welcome events.
• Coordinate event logistics such as food orders, room setup, sign-in, reimbursements, and flyer distribution.
• Prepare and maintain administrative binders, training checklists, and other organized documentation.

Reporting, Documentation & Administrative Support

• Maintain and update division spreadsheets and dashboards, including PURQC and UOS.
• Collect, organize, format, and report data to support division leadership.
• Assist with drafting, editing, and formatting reports and presentations.
• Support the maintenance and updating of clinical and administrative policies and associated deadlines.
• Assist with consolidating information from sources such as electronic health records (EHR), spreadsheets, budgets, and policies for leadership reporting.
• Assist with expense reports, reimbursements, and vendor payments.
• Review invoices for accuracy and escalate discrepancies as appropriate.
• Maintain standard operating procedures (SOPs) and documentation for administrative workflows.

Additional Operational & Project Support

• Provide administrative support for division-wide projects, workflow improvements, and policy updates as assigned.
• Coordinate with clinical leaders to support administrative and operational coverage needs.
• Provide additional administrative and operational support to the ICAP Division as needed.

N/A

Required Qualifications:

• High school diploma or GED and four years of related experience, or an equivalent combination of education and experience.
• 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 skills.
• Advanced proficiency with Microsoft Office 365 or Google Workspace, including Word, Excel, and PowerPoint, with the ability to manage Access and Excel databases.
• Experience working with electronic health records (EHR) and maintaining data integrity.
• Ability to manage multiple tasks, prioritize work, 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 Qualifications:

• Bilingual in Spanishz
• Prior administrative experience in a hospital or behavioral health setting.
• Familiarity with Epic or other electronic health record (EHR) systems, including experience with data extraction for reporting.
• Experience planning and coordinating meetings, events, or other administrative activities.