Administrative & HR Operations Manager

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

20

YES

Manages, plans and administers a full range of administrative operations for a large and complex clinical department; coordinate with HR and Academic Affairs on all recruitment-related tasks including developing job descriptions, initiating and publicizing recruitments internally and externally, coordinating with HR and Academic Affairs on behalf of the Department's hiring managers with application screening, assessment tools, interview questions, reference checks, offer letters and on-boarding.

Provides ongoing HR consultation to all staff and at all levels to the department. Primary contact for campus-wide HR programs being implemented and ensures the department is in compliance with newly implemented policies and procedures and adhering to changes in existing policies and procedures.

Prepares short- and long-range planning for administrative services operations and improvements to processes.

Serves as the department's expert on UCSF's HR's recruitment policies and procedures. Advocates within the UCSF Office of Diversity and Outreach.

Identifies sources for publicizing open positions. The incumbent coordinates internal Departmental tasks and does not duplicate any efforts typically managed by the central HR Shared Services Team.

Serves as the operations expert for the department, responsible for ensuring effective business management and compliance across the Department with respect to UCOP, UCSF, SOM, and Human Resources and Faculty and Academic Affairs policies and guidelines as well as applicable regulation and law, ensuring appropriate internal monitoring.

20

YES

Applies advanced concepts to perform analysis to determine future resource allocations on projects.

Leads or assists the Department's leadership team on matters related to organizational development, strategic planning, career development plans, employee morale, recognition awards, engagement activities, represent the department and UCSF at campus-wide meetings and events on workforce related and HR matters. Assist the department leadership team with critical strategic administrative projects and initiatives led by the unit.

Plans awards & recognition, campus-wide and internal policies and procedures updates, hospital safety topics, critical deadlines, time records reporting, and various department-wide related topics affecting staff personnel.

10

YES

Facilitate the onboarding of new faculty members. Coordinate with administrative assistants and/or clinic administrators to ensure required tasks are completed and on track for start date.

Requests parking allocations for faculty. Responsible for reviewing and approving annual parking allocations.

Independently prepare, review, submit and track of detailed credentialing materials for all new faculty and clinical instructors for submission to the UCSF Medical Staff Office and Medical Credentialing Group (Hills Physicians, Medicare, and medical billing).

Independently prepare, review, submit and track credentialing materials for Clinical Associates and Volunteer Clinical Faculty. Track Clinical Associates and Volunteer Faculty to keep Chair informed.

Facilitate the credentialing/privileging applications for new faculty and clinical instructors at UCSF affiliated sites, including but not limited to CHO, VAMC and ZSFG

Ensure credentialing paperwork of new and continuing faculty including updated licenses and certificates are sent to the Medical Staff office in a timely manner.

Responsible for meeting credentialing committee deadlines for all applications under review. Responsible for maintaining tracking system to ensure timely credentialing process for new faculty/fellows.

Request Individual Malpractice Insurance for Clinical Faculty who need them. Responsible for annual malpractice insurance renewal.

Work with medical staff office to alert clinical faculty of delinquent records needing immediate attention.

Working closely with faculty assistants and the faculty assistant lead ensure the smooth arrangement of high-level Faculty Searches with candidates, search committee, and other faculty interviewers, includes but not limited to arranging hotel reservations, lunches, dinners, meeting itineraries and processing candidate's reimbursements.

25

YES

Responsible for development and maintenance of an administrative business services operation that provides effective management in support of department-wide objectives. This includes advising the department leadership on all matters related to business operations and project management.

Plans and monitors daily operations and trouble-shooting issues related to all aspects of operational services, including business operations, staff human resources, and acadedmic affairs. Reviews and develops proposals for department leadership review and approval affecting internal administrative policies and initiatives and oversees their implementation.

Includes administrative organization structural review, analysis of identified issues, and making recommendations to the Chief Administrative Officer and departmental leadership for effective resolution. Provides project management, strategic planning, oversight and coordination for all major departmental operational initiatives.

May serve as special resource to the Chief Administrative Officer, the Chair and leadership for departmental duties that are project-specific, complex, confidential and sensitive in nature. Represents the department at internal and external committees as necessary.

Represents the department at internal and external committees as necessary.

20

YES

Researches and analyzes processes and procedures, summarizes findings, policies and organizational structures to develop and/or implement changes and to provide consultative services to department administrators, leaders, partners and external stakeholders. Performs administrative operations activities as predominant focus of position, with accountability for operational, staff FTE, human resources, and academic affairs.

Staff Human Resources Management and Academic Affairs Support:

Serves as the point of contact for complex and critical human resources and academic affairs matters and works closely with Chief Administrative Officer regarding contact with legal counsel, HR Shared Services, Labor & Employee Relations, managers & supervisors and senior leadership to coordinate responses to complaints, union grievances and/or claims.

Provides periodic update reports to the Chief Administrative Officer.

Works closely with the Chief Administrative Officer in managing administrative operations with stakeholders, various campus schools, UC Health, HR Shared Services, staff, attorneys, and unions on behalf of the Chief Administrative Officer.

Partners with the Chief Administrative Officer, HR Shared Services, Office of Diversity & Outreach, Legal Affairs, Labor & Employee Relations, School of Medicine and stakeholders for review, recommendation and resolution.

Provides strategic staffing consultation pertaining to restructuring organizational needs; works in partnership with leadership to determine all staff additions and layoff decisions.

Provides strategic consultation for all matters pertaining to recruitment & selection, probationary feedback and constructive performance feedback.

Provides consultation for the annual Performance Evaluation (PE Portal) processes. Works closely with the Director of Administration to provide support for probationary, constructive feedback, and disciplinary actions.

Manages recruitment and selection efforts to ensure ongoing compliance with OFCCP regulatory standards and audit recordkeeping requirements.

Collaborates with HR Shared Services on all staff personnel matters, Academic Affairs, as well as with UCOP for all campus-wide initiatives.

5

NO

100%