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Assistant Division Manager at UCSF Medical Center

Assistant Division Manager

UCSF Medical Center San Francisco, CA Full-Time
Job Summary

With strong knowledge of financial and operations management, the Assistant Division Manager (ADM) is critical to the daily operations of the Division of General Internal Medicine (DGIM), supporting the Division in a variety of management activities. The individual works reports to the Division Manager (DM) to oversee the administrative functions regarding financial, operations, and personnel-based activities of the division. This position directly supervises three Academic Analysts (AO2s) within the DGIM Central Office (core administrative team), and provides additional oversight and management to the rest of the Central Team in targeted areas as additional support to the Division Manager, and during times when the Division Manager is out of the office. S/he acts as "second in command" to the DM.

For personnel activities, the ADM will direct and independently be responsible for all aspects of personnel affairs for approximately 75 faculty, 50 staff, 15 MSP Physicians, nine fellows/post-doctoral fellows/NFAs and 20 volunteers in the Division, roughly 175 total personnel with DGIM as their HR home. This includes all issues related to personnel actions, but not limited to the following: recruitment, appointment, separation, advancement, performance evaluation, classification assignment, payroll and benefits problem resolution, Family and Medical Leave (FMLA), labor relations, and disability claims. The individual will serve as the lead resource, functioning as advisor to the Division Manager, Division Chief, managers/supervisors, and faculty members on all personnel related issues, exercising judgement and determining appropriate action. The individual also oversees through a Credentialing and Privileging Analyst the Office of Medical Affairs and Governance privileges and credentialing for all faculty (paid and WOS) and fellows in the Division and affiliated providers in the DGIM practice, which totals approximately 100 providers. This role requires strong interpersonal and relationship management skills.

With financial expertise and leadership, the ADM will independently conduct in-depth financial and management analysis to support the Division's strategic objectives. Working in conjunction with the Division Manager, the ADM monitors and reports on the overall financial performance of the division. S/he will generate monthly financial reports, productivity reports, annual Effort Funding Worksheets (EFWs or pay plans) for all faculty, and conduct periodic financial reviews to ensure oversight and management of 200+ divisional financial accounts (e.g. Pro-Fee, Faculty Discretionary, and Gift/Endowment Funds). The incumbent will assist in the oversight of all post-award financial management on grants and sponsored projects, overseeing the development and implementation of the division's annual budget. The ADM will oversee division purchasing, reimbursement, payments, and accounts receivable/payable policies and procedures. As appropriate, s/he will develop new reports and spreadsheet applications. S/he will also participate in the annual budget process, exercising strong quantitative analytical skills and applies management-level judgement to form recommendations or basis for decisions. The ADM has expert knowledge of DOM/SOM/University finance systems and will help to assure compliance with UCSF accounting practices. S/he will be a resource for others in the Division and will assist in the implementation of Divisional guidelines and policies to ensure efficient processes.

As a lead member of the Divisional management team, the ADM will serve as the Academic Office Manager and establish and implement policies and procedures for the office. The individual will be responsible for assisting the Division Manager (DM) in the smooth operations of the unit, ensure that full faculty support is delivered through changes in administrative policy or structures, oversee space inventory, and perform other duties as assigned.

This is a hybrid position.

Department Description

The Department of Medicine (DOM) is the largest department in the School of Medicine (SOM) here at UCSF, with more than 600 full-time faculty. The mission of the Department includes research, teaching, patient care, and public service. The Department has a decentralized organizational structure across four locations (Mission Bay, Parnassus Heights, San Francisco Veterans Affairs Health Care System, and the Zuckerberg San Francisco General) and approximately 38 divisions. UCSF DOM has consistently ranked among the top four departments of medicine in the country. Authority and accountability of the Department rests with the Department Chair (leads Parnassus Heights site) and also directs the Vice Chairs/Chiefs at the SFVAHCS and ZSFG.

The Division of General Internal Medicine (DGIM) is one of the divisions within DOM and SOM. DGIM, one of the larger Divisions in DOM, is home to a spectacular group of faculty, learners, and staff committed to outstanding patient care, research, and education. DGIM is a national leader in clinical care, education, and research, and our mission is to provide high quality and accessible clinical care, train the future leaders of primary care, and to conduct cutting-edge research in wide-variety of disciplines, including the aspects of health outcomes related to socioeconomic and ethnic factors. DGIM has more than 75 faculty, almost 45 MSPs/VCPs/post-doctoral trainees, over 70 learners, and 150+ staff (both Campus and Health) and we serve more than 25,000 diverse patients, with expenditures over $33M.

Required Qualifications

  • Bachelor's degree in related area and/or equivalent experience/training.
  • Five or more years of strong and relevant experience in administrative and operations analysis, which includes 3 or more years of supervisory experience.
  • Prior research administration experience.
  • Solid knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.
  • Demonstrated skills in employee supervision and HR administration.
  • Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and/or personnel management within labor contract(s) and personnel policy.
  • Solid knowledge of common organization-specific and other computer application programs.
  • Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.
  • Solid skills to quickly evaluate complex issues and identify resolutions.
  • Solid organizational and customer service skills to effectively manage multiple priorities.
  • Interpersonal skills to effectively motivate others.
  • Demonstrated commitment to projects and strong initiative.
  • Ability to summarize data in clear and concise language, ability to create tables and graphical representations of data.
  • Advanced proficiency with Microsoft Office Suite, including Excel, PowerPoint, Teams, and Word.

Preferred Qualifications

  • Knowledge of UCSF systems (e.g. Advance, AP Recruit, BearBuy, DOMBO, MyExpense, MyReport, PeopleConnect, PeopleSoft, PRISM, UCPath, etc.)
  • Prior experience with UCSF HR policies and procedures
  • Prior experience with UCSF financial policies and procedures
  • Experience in staff supervision.
  • Prior experience in academic and/or healthcare environment.
  • Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.

About 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

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.

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