ADMIN SUPV 2

UCSF•San Francisco, CA

About The Position

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff. Provides direct supervision typically to engineering professional or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives. Under the direction of the Biomedical Engineering Manager, Administrative Supervisor 2 coordinates and supervises the day-to-day work within the assigned areas of responsibilities within the Biomedical Engineering Department to assure the following primary responsibilities (inventory management, preventative maintenance, and corrective maintenance, regulatory compliance) are carried out effectively and efficiently. The Supervisor plans, schedules, assigns work, monitors, and evaluates staff performance. The Supervisor assures medical equipment service needs are met as dictated by the ZSFG Biomedical Engineering Medical Equipment Management Plan (MEPM), patient care demands, departmental objectives, medical center strategic goals, and in compliance with all State and Federal regulatory agencies. To this end, the Supervisor will, as needed, assist in both scheduled and unscheduled service – to ensure compliance with department and regulatory compliance. The Administrative Supervisor 2 is also part of the ZSFG Biomedical team’s on-call rotation. Supervises technical staff responsible for using engineering techniques to maintain and repair medical equipment and assists in resolving complex technical issues. Plans, schedules and assigns the day to day work within a function to assure inventory, corrective, and scheduled maintenance services are completed effectively and efficiently. Supervises administrative staff responsible for the daily operational and financial functions of the Biomedical Engineering Department. The ZSFG Biomedical Engineering Department operates within a dual-reporting structure supporting both the San Francisco Department of Public Health (DPH) and UCSF. The Biomedical Engineering Supervisor reports directly to the Biomedical Engineering Manager and provides administrative and operational support for a department consisting of seven Biomedical Equipment Technicians and one Analyst. Responsibilities include managing departmental purchasing, budget administration, financial reconciliation, regulatory reporting, asset management, inventory control, and administrative support to ensure the efficient operation of the Medical Equipment Management Program (MEMP). Coordinates departmental procurement activities by reviewing and approving purchasing requisitions, verifying General Ledger (GL) account allocations, reviewing and approving vendor invoices, completing financial ledgers, and ensuring compliance with UCSF, ZSFG, and City and County purchasing policies. Serves as the primary liaison with Supply Chain Management, Accounts Payable, Finance, vendors, and hospital leadership regarding purchasing, financial transactions, and equipment acquisitions. The Administrative Supervisor 2 independently conducts in-depth financial and management analysis to support Biomed’s strategic objectives. S/he will generate monthly financial reports and conduct periodic financial reviews to ensure oversight and management of various financial accounts. Prepares quarterly Medical Equipment Management Program (MEMP) reports for ECRI and maintains the Computerized Maintenance Management System (CMMS) to ensure accurate asset information, regulatory compliance, inventory records, maintenance documentation, and performance reporting. Develops monthly End-of-Life (EOL) medical equipment reports and assists department leadership with capital equipment planning, replacement strategies, and budget forecasting. Reviews, prepares, and submits Asset Disposal Forms for approval by ZSFG leadership, responds to leadership inquiries regarding equipment disposition, and coordinates with Finance, Supply Chain, and clinical departments to ensure timely approvals, regulatory compliance, and accurate asset retirement documentation. Department Overview Biomedical Engineering Department manages the Medical Equipment Management Program (MEMP) for Zuckerberg San Francisco General Hospital (ZSFG). Key provisions of the MEMP include providing equipment & asset management, on-site biomedical technical support services to maintain and repair equipment for patient-care operations, biomedical systems integration, IT security for medical devices, and state & federal regulatory compliance. Sites include ZSFG inpatient and outpatient facilities, and the Behavioral Health Center. Current devices under management have an asset value of approximately $75 million.

Requirements

Three (3) years of previous experience in a lead/supervisory role.
Demonstrates subject matter knowledge of biomedical engineering for a medical specialty including imaging equipment/systems, biomedical equipment management, medical device technology, preventive maintenance, troubleshooting, repair, and equipment safety. Ability to apply biomedical engineering principles in an acute care setting to ensure safe and effective medical device operations and compliance with applicable regulatory standards.
Solid knowledge of medical center, HR and UCSF-DPH policies and processes. Knowledge of relevant biomedical equipment safety regulations and performance standards. Ability to apply policy knowledge to identify compliance risks and regulatory issues.
Advanced knowledge of organization's clinical application programs to troubleshoot issues and recommend improvements in convenience and efficiency.
Demonstrates leadership skills in training and guiding employees on clinical engineering techniques. Motivates and inspires staff to improve services.
Demonstrates ability to prioritize effectively to meet deadlines in a complex, challenging environment.
Ability to organize assigned staff and unit operations in an efficient and effective manner.
Ability to develop and maintain cooperative working relationships with peers, senior management, clinical staff in functional area, vendors, and assigned staff.
Skills to evaluate issues and identify solutions within defined procedures and policies. Demonstrates ability to solve problems and suggest solutions through critical thinking process.
Verbal and written communication skills to explain technical clinical engineering concepts to non-technical audiences, actively listen, persuade, advise, and counsel.
Provides a positive role model of technical expertise, professionalism and excellent communication.
Technical knowledge and experience in all functional areas of the Clinical Engineering Department.
Knowledge of General Ledger reconciliation and financial management.
Ability to prepare executive financial reports and regulatory submissions.

Nice To Haves

Knowledge of UCSF/ZSFG procurement and purchasing regulations.

Responsibilities

Provides direct daily supervision of two (2) Biomedical Technicians and one (1) Administrative Officer 2 for the Biomedical Engineering Department - ensuring work meets standards set forth in the Medical Equipment Management Plan, ZSFG EOC Policy 11.01, Department’s Policies and Procedures, and service is delivered as established by the Biomedical Engineering Manager.
Assures that the Biomedical Engineering Manager is informed of all pertinent conditions, issues and problems within the assigned areas of responibilities. When the Biomedical Engineering Manager is unavailable, the Supervisor will report to the department’s UCSF-ZSFG Director of Operations.
Assures safe, effective and efficient operations within the service area by establishing, monitoring, and adjusting as necessary staffing patterns, workload distribution, service priorities,and monitoring of all regular and overtime hours.
Schedules all service (Corrective, Preventative, and project related) on a day to day, month to month, quarterly, and on an annual basis. In the case of auto assignments within the CMMS, the Supervisor will work directly with the Biomedical Engineering Manager to ensure assignment rules are accurate, consistent, and up to date for the areas of responsibilities.
Monitors the status of all open service requests on a daily basis with the intent to ensure that all work is completed in a timley manner, all work order documentation is accurate and complies with all department standards throughout the entire life cycle of the work order.
Provides work status reports on a regular basis to the Biomedical Engineering Manager.
Continuously monitors the status of all open corrective and preventative maintenance service requests, defines service priorities for assigned function, and distributes workload.
Provides the “PM Completion & Results” report at the end of each and every month to the Biomedical Engineering Manager.
Tracks on a monthly and ongoing basis all medical device assets that have been marked with a Cannot Locate status in the PM work order system.
Completes quarterly Medical Equipment Management Program (MEMP) reports for ECRI and ensures timely submission.
Maintains and updates the Computerized Maintenance Management System (CMMS) to ensure accurate asset records and regulatory compliance.
Performs UCSF General Ledger (GL) verification and financial reconciliation for departmental expenditures and completes departmental financial ledgers and reconciles purchasing activity.
Prepares monthly End-of-Life (EOL) equipment reports for department leadership to support capital replacement planning and budgeting.
Coordinates the asset disposal approval process by responding to leadership questions, providing supporting documentation, and ensuring timely resolution of requests.
Participates in recruiting and coordinates onboarding, orientation, and administrative training for new employees.
Recommends changes in staffing and budget to the Biomedical Engineering Manager to ensure the efficient operation of the function.
Effectively communicates performance expectations to all assigned staff (supervises 3 employees).
Conducts annual performance evaluations of assigned technical staff.
Provides direct verbal and written counseling to staff as necessary. Maintains accurate records of all counseling sessions and provides real-time updates to the Biomedical Engineering Manager on these events.
Recommends commendations or disciplinary actions (performance improvement plans, suspensions or dismissals) of personnel to the Biomedical Engineering Manager as appropriate. These actions will be in accordance with UCSF-ZSFG Human Resources policies.
Assists the Biomedical Engineering Manager in Coordinating staff development, training, and competency assessment.
Demonstrates the knowledge required to assure staff compliance with all applicable infection control, health and safety policies and procedures as implemented by the department, work unit(s), and the Medical Center.
Reviews PM load balance as needed with the Biomedical Engineering Manager to continually work towards the most effective and most efficient PM schedule.
Participates as requested by the Biomedical Engineering Manager in all medical device recall and hazard alert initiatives.
Participates as requested by the Biomedical Engineering Manager in all medical equipment classification and PM procedure reviews.
Collaborates with and follows directives from Risk Management regarding any follow up assignments.
Ensures departmental purchasing and financial documentation complies with UCSF and ZSFG policies.
Assists with administration and management of resources, supervising assigned staff to maintain unit expenses within budget.
Suggests to the Biomedical Engineering Manager ways to improve operations by increasing efficiency or identifying better equipment and technology. If necessary, requests additional resources.
Assists in determining resources needed for ongoing and future technology projects.
Assists the Biomedical Engineering Manager in determining resources needed for on-going and future technology projects.
Responds to ZSFG executive leadership regarding purchasing requests, budget inquiries, capital equipment planning, and financial transactions to ensure purchases remain within budget.
Acts as a liaison between Biomedical Engineering and medical, nursing, and other departments, maintaining positive and effective working relationships throughout UCSF/ZSFG to support quality patient care and operational excellence.
Represents the Biomedical Engineering Department by attending departmental, multidisciplinary, and committee meetings, providing technical expertise, communicating departmental priorities, collaborating with key stakeholders, and supporting organizational initiatives and performance improvement efforts.
Consults with Biomedical Engineering leaders on developing strategies for performance improvement.
Assists management in coordinating technical training and education programs.
Mentors and staff in meeting professional goals and developing growth areas.
Responsible for development and adherence of staff to good customer relations practices and standards as defined by the department, work unit(s), and Medical Center.