Administrative & HR Operations Manager

University of California, San Francisco • San Francisco, CA

16h

About The Position

The Administrative Officer uses advanced concepts and organizational objectives to resolve complex issues. Manages, plans, administers, and coordinates the administrative operations in the Department of Otolaryngology -Head & Neck Surgery. The department is within the School of Medicine. The position reports to the Chief Administrative Officer. The department has a continuous stream of staffing and academic activity that requires the ability to work in partnership with Human Resources Shared Services and the Office of Faculty and Academic Affairs, with expertise in recruitment, performance management, employee engagement, leaves of absence, recognition, HR Oracle transaction processing, and other related areas. Additional responsibilities include providing executive and senior leadership with HR/Academic Affairs strategic consultation, assigning HR-related project management goals, providing high-level data reporting, and independently executing all newly assigned duties as directed by the Chief Administrative Officer and department Chair. Also, provides ongoing strategic policy and operational process consultation. Provides triage consultation to executive leadership and advises management on complex performance management, disciplinary actions, union grievances, and internal investigations. This position will manage these HR-related matters and play a critical leadership role in ensuring the department's workforce is highly skilled, compliant, productive, and motivated. The predominant focus of this position is the performance of administrative operations activities; performs short- and long-term planning for the department. Regularly works on highly complex issues in which multiple situations or data require an in-depth evaluation of multiple variables. Exercises sound judgment in selecting methods, techniques, and evaluation criteria for obtaining results. Erroneous decisions or failure to achieve goals may result in additional costs and negatively impact departmental operations and employee morale. Department Overview The Department of Otolaryngology – Head and Neck Surgery is a clinical department at UCSF that combines superior resident and medical student training with the highest-quality patient care. Beyond our offices, clinics, and laboratories within the 107-acre UCSF Parnassus campus above Golden Gate Park, our department reaches into the Moffitt Long Hospital, the Ambulatory Care Center, the Medical Center at Mount Zion, and shares UCSF’s partnerships with Zuckerberg San Francisco General Hospital (ZSFG) and the San Francisco Veterans Affairs Medical Center (SFVAMC). Divisions within OHNS include Pediatric Otolaryngology, Head and Neck Surgery, Laryngology, Otology/Neurotology, Rhinology, Minimally Invasive Skull-Based Surgery, Facial Plastic Surgery, and Sleep Disorders. The department ranked #1 in Northern California by U.S. News & World Report in 2021 and #5 in the nation. We also have a robust research enterprise with 10 PhD faculty and a $10M sponsored research budget for FY26. OHNS has consistently been ranked in the top 10 institutions for NIH funding. The department has an ACGME-accredited residency program with 25 residents. Additionally, four fellows receive subspecialty training annually.

Requirements

• Bachelor's degree in a related area and/or equivalent experience / training
• Minimum of five years of related work experience
• Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills
• Advanced knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines
• Ability to use discretion and maintain confidentiality
• Advanced skills in short- and long-term strategic planning, analysis, problem-solving and customer service
• Advanced knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees
• Ability to work independently, conduct benchmarking, wage & benefit analysis and derive recommendations to senior leadership
• Ability to work collaboratively with external teams in HR Shared Services, Labor & Employee Relations, union representatives, and legal counsel

Nice To Haves

• Human Resources professional certification
• Advanced knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management
• Advanced knowledge of common University-specific computer application programs

Responsibilities

• Manages, plans and administers a full range of administrative operations for a large and complex clinical department; coordinate with HR and Academic Affairs on all recruitment-related tasks including developing job descriptions, initiating and publicizing recruitments internally and externally, coordinating with HR and Academic Affairs on behalf of the Department’s hiring managers with application screening, assessment tools, interview questions, reference checks, offer letters and on-boarding.
• Provides ongoing HR consultation to all staff and at all levels to the department. Primary contact for campus-wide HR programs being implemented and ensures the department is in compliance with newly implemented policies and procedures and adhering to changes in existing policies and procedures.
• Prepares short- and long-range planning for administrative services operations and improvements to processes. Serves as the department’s expert on UCSF’s HR’s recruitment policies and procedures. Advocates within the UCSF Office of Diversity and Outreach. Identifies sources for publicizing open positions. The incumbent coordinates internal Departmental tasks and does not duplicate any efforts typically managed by the central HR Shared Services Team. Serves as the operations expert for the department, responsible for ensuring effective business management and compliance across the Department with respect to UCOP, UCSF, SOM, and Human Resources and Faculty and Academic Affairs policies and guidelines as well as applicable regulation and law, ensuring appropriate internal monitoring.
• Applies advanced concepts to perform analysis to determine future resource allocations on projects. Leads or assists the Department’s leadership team on matters related to organizational development, strategic planning, career development plans, employee morale, recognition awards, engagement activities, represent the department and UCSF at campus-wide meetings and events on workforce related and HR matters. Assist the department leadership team with critical strategic administrative projects and initiatives led by the unit. Plans awards & recognition, campus-wide and internal policies and procedures updates, hospital safety topics, critical deadlines, time records reporting, and various department-wide related topics affecting staff personnel.
• Facilitate the onboarding of new faculty members. Coordinate with administrative assistants and/or clinic administrators to ensure required tasks are completed and on track for start date. Requests parking allocations for faculty. Responsible for reviewing and approving annual parking allocations. Independently prepare, review, submit and track of detailed credentialing materials for all new faculty and clinical instructors for submission to the UCSF Medical Staff Office and Medical Credentialing Group (Hills Physicians, Medicare, and medical billing). Independently prepare, review, submit and track credentialing materials for Clinical Associates and Volunteer Clinical Faculty. Track Clinical Associates and Volunteer Faculty to keep Chair informed. Facilitate the credentialing/privileging applications for new faculty and clinical instructors at UCSF affiliated sites, including but not limited to CHO, VAMC and ZSFG Ensure credentialing paperwork of new and continuing faculty including updated licenses and certificates are sent to the Medical Staff office in a timely manner. Responsible for meeting credentialing committee deadlines for all applications under review. Responsible for maintaining tracking system to ensure timely credentialing process for new faculty/fellows. Request Individual Malpractice Insurance for Clinical Faculty who need them. Responsible for annual malpractice insurance renewal. Work with medical staff office to alert clinical faculty of delinquent records needing immediate attention. Working closely with faculty assistants and the faculty assistant lead ensure the smooth arrangement of high-level Faculty Searches with candidates, search committee, and other faculty interviewers, includes but not limited to arranging hotel reservations, lunches, dinners, meeting itineraries and processing candidate's reimbursements.
• Responsible for development and maintenance of an administrative business services operation that provides effective management in support of department-wide objectives. This includes advising the department leadership on all matters related to business operations and project management. Plans and monitors daily operations and trouble-shooting issues related to all aspects of operational services, including business operations, staff human resources, and acadedmic affairs. Reviews and develops proposals for department leadership review and approval affecting internal administrative policies and initiatives and oversees their implementation. Includes administrative organization structural review, analysis of identified issues, and making recommendations to the Chief Administrative Officer and departmental leadership for effective resolution. Provides project management, strategic planning, oversight and coordination for all major departmental operational initiatives. May serve as special resource to the Chief Administrative Officer, the Chair and leadership for departmental duties that are project-specific, complex, confidential and sensitive in nature. Represents the department at internal and external committees as necessary. Represents the department at internal and external committees as necessary.
• Researches and analyzes processes and procedures, summarizes findings, policies and organizational structures to develop and/or implement changes and to provide consultative services to department administrators, leaders, partners and external stakeholders. Performs administrative operations activities as predominant focus of position, with accountability for operational, staff FTE, human resources, and academic affairs. Staff Human Resources Management and Academic Affairs Support: Serves as the point of contact for complex and critical human resources and academic affairs matters and works closely with Chief Administrative Officer regarding contact with legal counsel, HR Shared Services, Labor & Employee Relations, managers & supervisors and senior leadership to coordinate responses to complaints, union grievances and/or claims. Provides periodic update reports to the Chief Administrative Officer. Works closely with the Chief Administrative Officer in managing administrative operations with stakeholders, various campus schools, UC Health, HR Shared Services, staff, attorneys, and unions on behalf of the Chief Administrative Officer. Partners with the Chief Administrative Officer, HR Shared Services, Office of Diversity & Outreach, Legal Affairs, Labor & Employee Relations, School of Medicine and stakeholders for review, recommendation and resolution. Provides strategic staffing consultation pertaining to restructuring organizational needs; works in partnership with leadership to determine all staff additions and layoff decisions. Provides strategic consultation for all matters pertaining to recruitment & selection, probationary feedback and constructive performance feedback. Provides consultation for the annual Performance Evaluation (PE Portal) processes. Works closely with the Director of Administration to provide support for probationary, constructive feedback, and disciplinary actions. Manages recruitment and selection efforts to ensure ongoing compliance with OFCCP regulatory standards and audit recordkeeping requirements. Collaborates with HR Shared Services on all staff personnel matters, Academic Affairs, as well as with UCOP for all campus-wide initiatives.
• Special projects and initiatives as needed or assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level