Operations Manager, CRS

Job Summary:

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) managingboth 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 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 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;

• Actsasacentralliaisonforinformationrelatedtothedepartmentforboth ancillary departments and external organizations as needed;

• Manageon-boardinglogisticsandcoordinationforbothfacultyandstaff 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 issuesworkwithminimalsupervision 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 and tact are essential together with excellent verbal and written communication 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 Summary:

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 Womens 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 knowledge in our field.

REQUIRED:

• Bachelors degree in related area and 3 or more years ofrelevant 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 supervisors 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 CVs.

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.