The Operations Manager will serve as the administrative manager for the Center for Reproductive Sciences (CRS) in the Department of Obstetrics, Gynecology, and Reproductive Sciences (Ob, Gyn, & RS) managing both office and laboratory spaces of the Center. This position will receive direction from the Sr. Director of Administration overseeing the Parnassus site and the Associate Chair of Administration and Finance in the form of objectives with deadline driven goals.
They will be responsible for managing the daily operations and facilitating the activities of the Center including HR, compliance, space and facilities (i.e. wet lab sites and office), equipment management, purchasing, communications, and IT, as well as collaborating with the Research/Finance team on financial/accounting and research administration. In addition, the Operations Manager will also serve as the Executive Assistant to the Director of the CRS.
Responsibilities for this function include arranging complex calendar appointments, meeting setups for multiple leadership entities with conflicting demands and medium to large-scale events, and arranging complex international/domestic travel requests, as well as processing expense reimbursements. The Operations Manager will manage the end-to-end logistical operations of both interdepartmental and UCSF wide meetings and will take the lead in serving as the main point of contact to all participants, triage and troubleshooting both low to escalated inquiries/issues to ensure attendees and facilitators have smooth and productive experience.
In addition to these responsibilities, this position will be collaborating with the administrations of other departments and ORUs whose faculty belong as either a core or affiliate member of the Center. Other responsibilities for the Operations Manager include but are not limited to: Organizing multi-layered interviews for faculty recruitments; Facilitating logistics for Center meetings, retreats, and/or events; Drafting and editing high-level correspondences as directed by leadership; Acts as a central liaison for information related to the department for both ancillary departments and external organizations, as needed; Manage on-boarding logistics and coordination for both faculty and staff hires, as well as serving as the main point of contact for operational activities in CRS.
This will also include the off-boarding process as they arise. The Operations Manager must be able to prioritize in a fast-paced environment, independently analyze issues, work with minimal supervision, and be exceedingly well-organized and flexible. This position will have an active part in attending meetings, representing on behalf of leadership as directed, synthesizing meeting data and materials, and creating project timeline deliverables to ensure divisional projects are developed, implemented, and launched by the set deadlines.
Diplomacy and tact are essential, together with excellent verbal and written communication skills. Flexibility, pragmatic problem-solving skills, and a team player mindset will contribute to their success in supporting a diverse team. This position may also require performing other duties as assigned, providing backup support as needed.
Department
The Department of Obstetrics, Gynecology and Reproductive Sciences (Ob, Gyn & RS) is a major academic Department in the School of Medicine, engaged in clinical, research and training activities at the Parnassus, Mount Zion, and Zuckerberg San Francisco General Hospital campuses, the new Betty Irene Moore Women’s Hospital at Mission Bay, as well as satellite locations throughout the Bay Area, with an annual operating budget of $149 million.
The Department has 134 full-time faculty, 117 other academic appointees, 13 post-doctoral fellows, 22 clinical fellows, 32 residents, 138 voluntary clinical faculty and 270 staff. The mission of the Department of Obstetrics, Gynecology & Reproductive Sciences is to improve the lives and health of all women through excellence, innovation and leadership in patient care, scientific discovery, education, advocacy, and diversity, equity and inclusion.
We are committed to providing quality health care services; educating health care providers and investigators; and conducting research to advance know ledge in our field. Responsibilities % of time Essential Function (Yes/No) Key Responsibilities (To be completed by Supervisor) 25% YES Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.
CRS Operations Management: Manages the day-to-day operations of the Center (which includes wet lab sites). Coordinates with centralized campus and department finance, research administration, HR, IT, space and facilities to ensure seamless support for the laboratories and groups within the Center. Facilitates the administrative requests and needs of the faculty, staff, trainees, and students that work in the Center.
Manages/ensures operational costs are within budget parameters. End to end management of processing reimbursements/procurement activities and taking the lead when issues arise in the accounting audits to ensure the process is adhering to UCSF expense policies. Understands roles and relationships in Department and with interactions in other Departments and Schools to delineate roles and triage.
Establish priorities and ensure timely execution of deliverables. Act as a central liaison for information related to the divisions, both internally and externally, as needed. Maintains the membership roster and e-mail distribution lists.
Acts as emergency preparedness and safety coordinator. Ensures accurate and up to date emergency action plans for theCenter’s personnel and coordinate emergency drills, as needed May provide executive admin support for division members, as requested. Manage and act as delegate for MyTime application.
Perform other duties as assigned. 25% YES Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and / or contracts and grants. CRS Space & Facilities Management: Manages both the laboratory (wet labs) and office space of the Center. Develops and implements procedures for supply inventory and to keep equipment in good working condition.
Maintains inventory of laboratory equipment at both Parnassus and Mt. Zion wet lab spaces. Ensure equipment and supplies are processed and tracked per Capital Asset Management guidelines.
Collaborates with the various labs to facilitate the purchase of any new equipment and removal of broken/old equipment. Serve as site administrator by managing any updates via the campus’ Archibus Space Management system and monitor space usage. Submits requests and works with Logistics to maintain and update shared lab space and offices.
Acts as the key authorizer for the Center. Administers facilities and space logistics and manages equipment needs. Ensures laboratory compliance with Committee on Animal/Human Research and Biosafety and Radiation Committee protocols and assurances. 20% YES CRS Program Coordination and Division Representation: Plans, facilitates, and executes CRS events, retreats, and workshops.
Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents. Ensure that all communications work products mentioned above are in alignment with UCSF digital and editorial policies and UCSF brand identity standards as posted at identity.ucsf.edu. Analyze and recommend appropriate content to represent the Division, taking into consideration guidelines and policies related to media and website standards which are in alignment with UCSF digital and editorial policies and brand identity standards.
May serve as a liaison for any departmental specific initiatives that include systems such as Tool for Academic Onboarding (TAO) that require divisional information that correspond to Division website. Performs studies for resource plans, including approaches, trends, sources and uses. Serves on various committees and represents the CRS at department manager meetings and department wide events; and acts as a central liaison for information related to the department for both ancillary departments and external organizations, as needed.
Provides administrative support for training programs within the CRS, including NIH-T32, postdocs, students, volunteers. Determines the visa needs and requirements for the foreign status postdoctoral fellow and other staff. Collaborate with internal department HR team to determine and send reminders of deadlines for the submission of the applications.
Assist in answering inquiries and completing the forms when needed. Coordinate onboarding and offboarding processes serving as the main point of contact for employees and faculty members. 30% YES Executive Assistant to the Director and Special Project Coordinator: Provides high-level executive support to Director of the CRS including managing calendars, resolving scheduling conflicts and handling confidential and sensitive information.
Responsible for travel planning, expense reimbursements associated with travel, setting up POs, and any other related financial matters to support the CRS Director Drafts, formats, and edits correspondence and reports. Create additional management tools such as Excel spreadsheets and PowerPoint presentations for audits and trainings. Organizes and facilitates faculty and other high profile recruitments for the Center.
Oversees any special projects or activities as assigned by CRS or Department leadership. 100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)
Full time · Day shift REQUIRED: Bachelor's degree in related area and 3 or more years of relevant experience or equivalent combination of experience / training. At least 1 year experience working in a wet lab. Minimum 3+ years of directly relevant experience required.
Minimum of 2 or more years of Project Management experience and/or equivalent experience in logistics or coordination of large to small meetings/events or training. Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. 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.
Solid knowledge of common University and common organization -specific computer application programs such as MS Office Word, Excel, PowerPoint, Endnote, Mail Clients and Scheduling Software, WebEx, Zoom, Jabber, Adobe Acobat, Drupal Ability to use discretion and maintain confidentiality. Strong skills in short-term planning, analysis, problem-solving, and customer service. Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
Excellent organizational, attention to detail, and time management skills. Demonstrated ability to interact effectively with a wide range of executives/faculty, staff, trainees, campus, and community representatives, sometimes under pressure, remaining proactive, resourceful, professional, and efficient. Self-directed, strong initiative and flexibility to work independently as well as within a team.
Ability to multi-task, independently prioritize, organize, make sound judgments, and coordinate multiple types of tasks, while under the pressure of seemingly conflicting deadlines. Demonstrated ability to prioritize work accurately and independently, and to function effectively under the stress of competing priorities. Much of the work is self-directed, and the incumbent must be able to identify when to seek supervisor’s guidance.
Persistence with professionalism, patience, and grace under fire, while continuing to courteously request needed information. Experience with preparation of technical manuscripts, abstracts, protocols, consent forms, reports, applications and CV’s. PREFERRED: Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
Working knowledge of UC accounting and purchasing policies and procedures. Experience using UCSF software: MyAccess, Bearbuy, Advance, MyExpense Knowledge of lab safety procedures, emergency preparedness planning, facilities management, and equipment inventory management.