Administrative Operations Manager

University of California, San Francisco•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. Department Description: Alliance Health Project (AHP) is one of six clinical divisions, and several research programs that comprise Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG) Psychiatry, the second largest of 19 clinical departments at ZSFG. The mission of the AHP is to support the mental health and wellness of the lesbian, gay, bisexual, transgender, queer and HIV-affected communities in constructing healthy and meaningful lives. AHP is one of the oldest HIV organizations in the world and a leader in the field of HIV and mental health and behavioral health services focused on both HIV care and HIV prevention. AHP provides psychotherapy, substance use counseling, case management, support groups, psychiatry, sexual health services, clinical traineeship, and provider education and training. Our multi-disciplinary staff are a client-centered, collaborative, harm reduction-oriented team. AHP has continued to grow as a community-based clinic by anticipating and addressing the changing needs of our LGBTQ+ and HIV community members for more than 40 years. Our process of continuous improvement of service to our community includes a strong focus on cultural humility and anti-racist service provision. AHP has an annual budget of $12 million from Federal, State and City contracts and grants, private foundations, individual donors, recharge operations, and an endowment, totaling over 40 projects; 60 full and part time staff, 5 clinical interns and over 100 volunteers per annum.

Requirements

Bachelor’s degree in business administration or a public health field and 8+ years of related work experience or a combination of comparable clinical education and/or experience.
At least 5 years in a supervisory/lead/management role.
Broad knowledge of the organization's processes, protocols and procedures with a focus on operations, human resources, personnel management under labor contract(s) and personnel policy.
Ability to supervise an administrative and technical team to manage multiple competing priorities in a fast-paced, dynamic environment.
Strong knowledge of abstraction and collection of patient data, QI systems, external regulations, analytics and reporting.
Detail-oriented, with the ability to apply analytical and critical thinking skills to quickly analyze problems, determine appropriate level of intervention, and apply effective solutions.
Demonstrated ability to effectively convey complex clinical and technical information both verbally and in writing, the ability to train and mentor direct reports, and to prepare and present various reports, documentation, analyses, and project proposals.
Working knowledge of business software and specialized applications and data management systems used in quality and performance improvement processes.
Broad knowledge of common organization-specific and other computer application programs.
Demonstrated management and conflict resolution skills to effectively lead and motivate others.
Advanced proficiency with Microsoft Office, especially Excel, and database software, preferably Access.
Experience with DEI principles and prior experience applying them in the work setting.
Excellent organizational, analytical and demonstrated project management abilities.
Strong working knowledge in contracts and grants.
Prior experience collaborating with DPH, DPH contracts, and relevant systems of care.

Nice To Haves

Master’s degree in business, healthcare administration, public health or related field.
Prior work experience with HIV, LGBTQ+, and BIPOC communities.
Prior UCSF, other UC campus experience or CCSF experience.
Knowledge of UCSF Government Business Contracts, Research Management Services.

Responsibilities

Serves as primary HR liaison between AHP and UCSF HR service units, managing processes related to hiring, onboarding, performance management, leave administration, benefits, and ADA accommodations.
Acts as a resource for staff on HR issues including timekeeping, payroll, and general personnel inquiries.
Participates in decisions on hiring, salary actions, performance ratings, terminations, and corrective action.
Ensures division-wide compliance with UCSF performance evaluation standards; trains supervisors in effective employee engagement and feedback practices.
Designs division-wide recognition and staff engagement programs.
Conducts workforce planning to ensure adequate program coverage; partners with management and finance teams to align staffing and effort.
Provides proactive consultation to managers and supervisors on labor and employee relations issues, escalating matters appropriately to mitigate organizational risk.
Assists in preparing proposals to secure funding, coordinating with funders, the UCSF Office of Sponsored Research, and ZSFG/UCSF Psychiatry administration.
In close collaboration with the Finance team, oversees financial controls and operational systems that protect departmental assets and ensure appropriate use of funds.
Supports contract negotiations and resolves complex issues related to funder requirements, deliverables, and reporting.
Provides leadership in resource stewardship, including oversight of purchasing practices and maintenance of accurate financial and procurement records across all programs.
Oversees facilities management for AHP’s multiple locations, including operational function and space planning.
Manages facilities safety, security, emergency preparedness, and access control across AHP sites.
Supervises staff responsible for vendor relationships and service contracts to ensure high-quality operational support.
Creatively manages resources to optimize operational efficiency, reduce duplication, and ensure shared use of systems, expertise, and physical assets.
Acts as a key liaison between AHP, ZSFG Psychiatry Administration, UCSF staff and faculty, external agencies, and facilities teams.
Actively participates in space allocation and long-term real estate planning.
Supervises QI and data processes including data collection, abstraction, and reporting for both internal and external purposes.
Resolves system issues, advises on workflows, and serves as a subject matter expert in data management.
Leads project management activities for QI initiatives, including planning metrics for service implementation and program expansion, collaborates with program leadership to support performance improvement and quality assurance.
Ensures data integrity, security, and compliance with privacy standards for all data systems and QI processes.
Interprets and applies local, state, and federal reporting standards (e.g., Ryan White, Medi-Cal, grant-specific QI requirements).
Implements and monitors corrective action plans to address performance gaps identified through QI activities.
Develops, implements, and monitors internal policies and controls to ensure compliance with regulatory, contractual, and UCSF requirements.
Oversees preparations for audits, monitoring visits, and regulatory reviews.
Provides oversight to ensure timely, accurate completion of assignments and adherence to policies, procedures, and regulatory requirement.
Interprets policy and regulatory changes; communicates updates to staff and integrates new processes and technologies.
Works in close partnership with the Division Director to establish strategic priorities and lead strategic initiatives that align operational systems with evolving organizational priorities.
Works in close partnership with Deputy Director to ensure and track compliance with contract deliverables, measure program outcomes and report back to funders/stakeholders.
Provides thought partnership on program design, risk management, operational alignment, and resource deployment.
Identifies emerging risks and leads activities to enhance operational, financial, and programmatic accountability.
Other duties as assigned.