Administrative Operations Manager

%

oftime

Essential Function(Yes/No)

KeyResponsibilities

(Tobecompletedby Supervisor)

35%

Yes

Human Resources

• 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

20

Yes

Finance Contract & Grants

• 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

15

Yes

Operations & Facilities

• Oversees facilities management for AHPs 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

15

Yes

Quality Improvement & Data Systems

• 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

15

Yes

Compliance & Strategic Planning

• 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