Admin Assistant III

Admin Assistant III

Psych-ZSFG-Child-ICAP

Full Time

Under general supervision, the incumbent supports the ICAP administration office and other operational staff as needed. The position’s role involves monitoring and coordination of supplies and equipment for infant Child and Adolescent psychiatry (ICAP), Infant Parent Program (IPP), Intensive Outpatient Services (IOP) and other divisions as needed. This is a fully on‑site role at ZSFG, five days a week. Under the supervision of the DA, Administrative Assistant III manages administrative, operational, clinical and non‑clinical aspects of the ICAP.

Responsibilities include patient appointment scheduling, care coordination, facility operations, expense reimbursement and invoice review/submissions, PO set‑up, database management, client file management, ordering office and medical supplies, filing, and IT help‑desk support. Additionally, the incumbent triages and coordinates a broad range of operational and clinical support activities in a fast‑paced environment. The role requires independent work, exceptional organization, flexibility, and an aptitude for administrative challenges within a large, diverse department.

Interaction with faculty and staff at all levels, sometimes under pressure, requires professionalism, confidentiality, and strong written and verbal communication skills. Strong decision‑making and attention to detail are essential. Coordination with ZSFG Credentialing, Medical Records, and Medical Staff offices to gather and maintain documentation is also required.

• Ability to work cooperatively and communicate effectively with others; work well in a high‑stress, high‑volume environment; follow oral and written instructions accurately; prepare written summaries and reports promptly; knowledge of medical and/or psychiatric terminology.
• Maintain “Access and Excel” software databases; recognize and correct data irregularities; set up routine computer procedures; resolve issues; run reports and present data to medical staff, program director, and division administrator.
• Excellent communication, interpersonal skills, and customer focus.
• Use judgment and discretion to solve operational problems; select best solutions among several possible answers; set own schedules and work priorities; suggest process improvements; interpret oral and/or written guidelines.
• High school graduation/GED and four years of related experience or an equivalent combination.
• Experience with simple accounting, including updating reconciliations and reviewing invoices.
• Able to lift 50 lbs and climb stairs.
• Work independently with limited supervision; responsible for several complete administrative processes.
• A preliminary job offer and assignment may be extended pending successful background clearance.
• Ability to work with clients and program staff from diverse cultural and social class backgrounds.
• Strong organizational and planning skills in a fast‑paced environment.
• Hands‑on experience with office equipment.
• Creative mindset with an ability to suggest improvements.

• Bilingual in Spanish.
• Microsoft Office experience.
• Epic APM experience.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.