University of California - San Francisco
Director of Operations & Strategic Initiatives
University of California - San Francisco, San Francisco, California, United States, 94199
Director of Operations & Strategic Initiatives
MED-CORE-ADMIN-CHAIRFull Time80465BRJob Summary
The Department of Medicine (DOM) is seeking an innovative and resourceful Director of Operations & Special Projects to join its central administration team. The Director serves as the operational manager for the central staff unit and is responsible for strategic initiatives such as space, IT, and other high-level priorities. The Director spends the majority of time (50% or more) achieving organizational objectives through the coordinated achievements of subordinate staff.As the operational manager, the Director manages personnel actions, including compliance, recruitment, performance, retention, etc., for the central unit in the Chair's Office. The incumbent will develop team goals and plans that support the culture and engagement of the team and the operational and professional development goals of its members in collaboration with the Director of Staff Experience. The Director manages the assignments and task portfolios of the team of project and program managers, balancing workloads, and ensuring deadlines are met and quality of work remains high. The Director will additionally supervise the administrative services of the Department of Medicine's CAST unit and develop training curriculum and professional development resources for ~40 administrative officers in the department.CAST (Central Administrative Staff Team) is a centrally managed resource responsible for the recruitment, training, and development of administrative staff in the department. This role involves developing and implementing tools to enhance operational efficiency across all divisions, standardizing best practices, and acting as the primary liaison for campus-wide operational initiatives. The Director will also monitor training compliance, track completion, and develop additional training programs as needed.Additionally, the Director supervises space and facilities. Together with the Manager of Space, Facilities & Research Initiatives, the Director serves as the departmental point person for divisional space needs, assisting divisional leaders in meeting their need for space and for altering space. The DOM has extensive demands regarding the allocation, use, and renovation of space, especially at its Parnassus and Mission Bay campuses.The incumbent must acquire a broad understanding of space at the Parnassus campus, of the policies that affect space utilization, and of the systems used to monitor and manage the use of space. The incumbent plays an important role in the ongoing development of a dynamic record of space utilization needs in the DOM and at UCSF in general. The Director also supervises the management of high-level IT solutions (e.g., audio/videoconferencing setups). The incumbent will work with departmental and divisional leadership to ensure that their needs in this area are addressed, devising creative solutions, managing project deliverables and budgets, and writing proposals as necessary.In addition to HR management tasks for central units, such as posting job openings, recruiting, and onboarding new employees, the Director will support the development and training of administrative staff. The incumbent will also provide high-level administrative support to divisions when necessary and temporarily assume short-term administrative duties if other project managers are unavailable. This ensures continuous and efficient administrative operations within the department.The Director will lead special projects, engaging with internal and external stakeholders, and ensuring successful project completion. They will collect and analyze data to inform decision-making, prepare reports for senior leadership, and manage budgets related to operational initiatives. This comprehensive role ensures the department operates efficiently and effectively, supporting both immediate administrative needs and long-term strategic goals.The incumbent must work creatively and independently and must be able to manage multiple projects with conflicting deadlines concurrently. This position requires a high degree of self-motivation and excellence in both verbal and written communication.This position is hybrid and requires being onsite at least 1-2x a week.Department Description
The Department of Medicine (DOM) is the largest department in the School of Medicine (SOM) at UCSF. The DOM has an annual budget of $726M across three sites with ~3,000 employees and trainees. The DOM comprises 22% of all UCSF faculty, 26% of the SOM's faculty, and 20% of the SOM budget. The DOM has consistently ranked among the top departments of medicine in the country.Required Qualifications
Bachelor's degree in related area and six or more years of relevant experience, which includes five or more years of managerial experience and / or equivalent experience / trainingA demonstrated understanding of academic medicine and scientific research processes, academic cycles, and compliance ecosystemsExperience in managing and motivating people and supervisory competency in performance management and working effectively with represented and non-represented employeesDemonstrated management and conflict resolution skills to effectively lead and motivate others.Proven skills to quickly evaluate complex issues and identify multiple options for resolutionSkills to work collaboratively with other locations.Skills in organization and customer service to effectively manage multiple important priorities. Proven ability to organize department work functions in an efficient and effective mannerAdvanced knowledge of common organizational- or research-specific and other computer application programs (e.g., Microsoft Office Suite)Advanced skills in short- and long- term strategic planningCompetence in work-related data analysis methods, reporting and deliveryAdvanced knowledge of applicable policy analysis techniquesAbility to use discretion and maintain all confidentialityAbility to multi-task with demanding timeframesAdvanced project management skillsAdvanced affective skills including reflective practice, emotional intelligence, and trust-building for creating and maintaining productive internal and external stakeholder relationshipsStrong communication and interpersonal skills to communicate effectively with all levels of staff and influence, both verbally and in writingAdvanced analytical / problem-solving skillsPreferred Qualifications
Master's degree preferredCertified Project ManagerPrevious experience in facilities management in a healthcare, research, or academic environmentPrevious experience in coordinating and supervising complex, large-scale movesUCSF, healthcare, or university experienceKnowledge of or ability to acquire knowledge of state, federal, and local laws, regulations, and codes regarding health and safety to maintain compliance in relation to basic HR actions, technology & data governance, and space & facilitiesAbout UCSF
The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.Pride Values
UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values. In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu. Join us to find a rewarding career contributing to improving healthcare worldwide.Equal Employment Opportunity
The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.Organization
CampusJob Code and Payroll Title
000547 ADMIN MGR 1Job Category
Administrative Support, Supervisory / ManagementBargaining Unit
99 - Policy-Covered (No Bargaining Unit)Employee Class
CareerPercentage
100%Location
Flexible (combination of onsite and remote work), Parnassus Heights (SF)Shift
DaysShift Length
8 HoursAdditional Shift Details
M-F, 8am-5pm; hybrid, at least 1-2x a week on-site
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MED-CORE-ADMIN-CHAIRFull Time80465BRJob Summary
The Department of Medicine (DOM) is seeking an innovative and resourceful Director of Operations & Special Projects to join its central administration team. The Director serves as the operational manager for the central staff unit and is responsible for strategic initiatives such as space, IT, and other high-level priorities. The Director spends the majority of time (50% or more) achieving organizational objectives through the coordinated achievements of subordinate staff.As the operational manager, the Director manages personnel actions, including compliance, recruitment, performance, retention, etc., for the central unit in the Chair's Office. The incumbent will develop team goals and plans that support the culture and engagement of the team and the operational and professional development goals of its members in collaboration with the Director of Staff Experience. The Director manages the assignments and task portfolios of the team of project and program managers, balancing workloads, and ensuring deadlines are met and quality of work remains high. The Director will additionally supervise the administrative services of the Department of Medicine's CAST unit and develop training curriculum and professional development resources for ~40 administrative officers in the department.CAST (Central Administrative Staff Team) is a centrally managed resource responsible for the recruitment, training, and development of administrative staff in the department. This role involves developing and implementing tools to enhance operational efficiency across all divisions, standardizing best practices, and acting as the primary liaison for campus-wide operational initiatives. The Director will also monitor training compliance, track completion, and develop additional training programs as needed.Additionally, the Director supervises space and facilities. Together with the Manager of Space, Facilities & Research Initiatives, the Director serves as the departmental point person for divisional space needs, assisting divisional leaders in meeting their need for space and for altering space. The DOM has extensive demands regarding the allocation, use, and renovation of space, especially at its Parnassus and Mission Bay campuses.The incumbent must acquire a broad understanding of space at the Parnassus campus, of the policies that affect space utilization, and of the systems used to monitor and manage the use of space. The incumbent plays an important role in the ongoing development of a dynamic record of space utilization needs in the DOM and at UCSF in general. The Director also supervises the management of high-level IT solutions (e.g., audio/videoconferencing setups). The incumbent will work with departmental and divisional leadership to ensure that their needs in this area are addressed, devising creative solutions, managing project deliverables and budgets, and writing proposals as necessary.In addition to HR management tasks for central units, such as posting job openings, recruiting, and onboarding new employees, the Director will support the development and training of administrative staff. The incumbent will also provide high-level administrative support to divisions when necessary and temporarily assume short-term administrative duties if other project managers are unavailable. This ensures continuous and efficient administrative operations within the department.The Director will lead special projects, engaging with internal and external stakeholders, and ensuring successful project completion. They will collect and analyze data to inform decision-making, prepare reports for senior leadership, and manage budgets related to operational initiatives. This comprehensive role ensures the department operates efficiently and effectively, supporting both immediate administrative needs and long-term strategic goals.The incumbent must work creatively and independently and must be able to manage multiple projects with conflicting deadlines concurrently. This position requires a high degree of self-motivation and excellence in both verbal and written communication.This position is hybrid and requires being onsite at least 1-2x a week.Department Description
The Department of Medicine (DOM) is the largest department in the School of Medicine (SOM) at UCSF. The DOM has an annual budget of $726M across three sites with ~3,000 employees and trainees. The DOM comprises 22% of all UCSF faculty, 26% of the SOM's faculty, and 20% of the SOM budget. The DOM has consistently ranked among the top departments of medicine in the country.Required Qualifications
Bachelor's degree in related area and six or more years of relevant experience, which includes five or more years of managerial experience and / or equivalent experience / trainingA demonstrated understanding of academic medicine and scientific research processes, academic cycles, and compliance ecosystemsExperience in managing and motivating people and supervisory competency in performance management and working effectively with represented and non-represented employeesDemonstrated management and conflict resolution skills to effectively lead and motivate others.Proven skills to quickly evaluate complex issues and identify multiple options for resolutionSkills to work collaboratively with other locations.Skills in organization and customer service to effectively manage multiple important priorities. Proven ability to organize department work functions in an efficient and effective mannerAdvanced knowledge of common organizational- or research-specific and other computer application programs (e.g., Microsoft Office Suite)Advanced skills in short- and long- term strategic planningCompetence in work-related data analysis methods, reporting and deliveryAdvanced knowledge of applicable policy analysis techniquesAbility to use discretion and maintain all confidentialityAbility to multi-task with demanding timeframesAdvanced project management skillsAdvanced affective skills including reflective practice, emotional intelligence, and trust-building for creating and maintaining productive internal and external stakeholder relationshipsStrong communication and interpersonal skills to communicate effectively with all levels of staff and influence, both verbally and in writingAdvanced analytical / problem-solving skillsPreferred Qualifications
Master's degree preferredCertified Project ManagerPrevious experience in facilities management in a healthcare, research, or academic environmentPrevious experience in coordinating and supervising complex, large-scale movesUCSF, healthcare, or university experienceKnowledge of or ability to acquire knowledge of state, federal, and local laws, regulations, and codes regarding health and safety to maintain compliance in relation to basic HR actions, technology & data governance, and space & facilitiesAbout UCSF
The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.Pride Values
UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values. In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu. Join us to find a rewarding career contributing to improving healthcare worldwide.Equal Employment Opportunity
The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.Organization
CampusJob Code and Payroll Title
000547 ADMIN MGR 1Job Category
Administrative Support, Supervisory / ManagementBargaining Unit
99 - Policy-Covered (No Bargaining Unit)Employee Class
CareerPercentage
100%Location
Flexible (combination of onsite and remote work), Parnassus Heights (SF)Shift
DaysShift Length
8 HoursAdditional Shift Details
M-F, 8am-5pm; hybrid, at least 1-2x a week on-site
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