Assistant Director of Administration

University of California San Francisco • San Francisco, CA

1d • Hybrid

About The Position

Reporting to the Senior Director of Administration and Finance , the Assistant Director of Administration (ADA) provides operational oversight and administrative management for the ZSFG Division of the UCSF Department of Obstetrics, Gynecology, and Reproductive Sciences. The ZSFG Ob-Gyn Division includes over 150 faculty and staff and manages an annual operating budget of approximately $50MM. In addition to delivering clinical services at Zuckerberg San Francisco General Hospital and serving as a major training site for fellows, residents, and medical students, the Division is home to the Bixby Center for Global Reproductive Health, a large and complex research and advocacy enterprise. The ADA manages a broad portfolio of administrative services, which include human resources, academic affairs, purchasing and procurement, finance, billing, facilities and space planning, communications, trainee programs, events, and general operations. A significant focus of this position is overseeing a high volume of complex and varied personnel actions and ensuring compliance with University policies, collective bargaining agreements, and campus procedures. The ADA also oversees the division billing functions and supports divisional initiatives related to opportunity and inclusion for all through operational coordination and implementation. The role ensures effective delivery of administrative services across the Division and promotes a collaborative and inclusive work environment. The ADA recommends and implements process improvements to enhance efficiency and ensure compliance with University policies. The position manages special projects and operational initiatives as assigned and independently prioritizes workload in a dynamic academic and clinical environment. The ADA directly supervises three administrative staff positions and has dotted line responsibility for a fourth staff member. The ADA is responsible for hiring/onboarding, assigning and reviewing work, performance management, and professional development for these positions. This position requires the ability to manage competing priorities, exercise sound judgment, maintain confidentiality, and function effectively within a large and complex academic setting. This position requires the ability to prioritize work accurately and independently and to function effectively under the stress of competing priorities. The goal is to analyze, establish standards, and implement process to improve work efficiency within the ZSFG Ob-Gyn Division. Responsible for supervising the administrative services of a large academic department within a school OR college OR non-academic department (program). Typically reports to a manager. Administrative services include all or some of the following functions: IT, facilities, student services, contracts and grants, budgetary financial management and / or human resources. Supervises support and / or professional staff. The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement. The salary range for this position is $100,100 - $164,000 (Annual Rate). To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Requirements

• Bachelor's degree in any area and minimum five years of experience or equivalent experience / training.
• Minimum of 3+ years’ experience with UCSF operations and worksite at ZSFG.
• Advanced knowledge of organizational processes, protocols, and procedures, with a focus on personnel supervision, labor contract administration, and human resources compliance, including performance management and employee relations.
• Advanced knowledge of organization-specific and University computer applications, including MyTime, Microsoft Word, Excel, PowerPoint, and Outlook, and experience with or demonstrated ability to quickly learn systems such as Oracle/Project One and other applications as needed.
• Advanced interpersonal and customer service skills, including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate and guide others.
• General knowledge of divisional billing functions for MDs and midwives.
• Minimum 3 years' prior experience in a supervisory/lead, management or leadership role directly involved in managing staff.
• Demonstrated skills in employee supervision and human resources administration, including performance management, coaching, advising, and counseling staff within established policies and labor contract provisions.
• Strong analytical and problem-solving skills, including the ability to quickly evaluate complex issues, identify appropriate resolutions, summarize key information, and develop clear recommendations.
• Advanced organizational skills and ability to effectively manage multiple priorities in a fast-paced environment with competing deadlines.
• Strong ability to use discretion and maintain confidentiality, particularly in handling sensitive employee, payroll, and financial information.
• Ability to function independently in situations with ambiguity, exercising sound judgment and knowing when to escalate issues to senior leadership.
• Demonstrated ability to participate in and/or lead planning and coordination of projects, including managing tasks, timelines, resources, and budgets.
• Knowledge of UCSF purchasing policies and processes.

Nice To Haves

• Master's degree in public health/public administration, business, organizational behavior, or related and/or equivalent experience/training.
• Advanced knowledge of financial analysis and reporting techniques; risk management planning; accounting and payroll processes.
• Experience with OBGYN or Women’s Health environment

What This Job Offers

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