ADMIN _SUPV_ 2_EGB_042726

The UCSF/ZSFG Department of Psychiatry and Behavioral Sciences, Division of Substance Abuse and Addiction Medicine (DSAAM) provides multi-disciplinary consultation and treatment for patients with substance use disorders at ZSFG. DSAAM provides medication-assisted treatment for opioid use disorder through the Opiate Treatment Outpatient Program (OTOP) at Ward 93, the mobile methadone van in the Bayview-Hunter's Point neighborhood, a novel primary care-based methadone treatment program, and the Office-based buprenorphine Induction Clinic (OBIC).

DSAAM has over 40 years of serving the population of focus and providing comprehensive care management to complex, underserved populations. DSAAM will partner with the UCSF Departments of Family Medicine, Emergency Medicine, and the ZSFG inpatient Addiction Medicine Consult Service as well as San Francisco County Jail Health Program. Project staff are highly trained individuals who are state and nationally recognized leaders in the treatment of OUD. The Admin Supervisor will assist with division-specific human resources tasks and employee-related documentation for all of the DSAAM clinics and programs, along with the supervision of our administrative support staff.

Job Summary:

The Administrative Manager is responsible for supervising the administrative services of a large academic department within a school OR college OR non-academic department (program). Typically reports to a manager. Administrative services include all or some of the following functions: IT, facilities, student services, contracts and grants, budgetary financial management and / or human resources. Supervises support and / or professional staff.

Required Qualifications:

• Bachelor''s degree in related area and minimum five years of experience, including three in a lead/supervisory role or equivalent experience / training
• Minimum of 3 years of experience with human resources and risk management planning, financial analysis, interpretation, reporting, and presentation to internal leadership in a business or academic setting
• Broad expertise with pre- and post-award grants, contracts, and/or Memorandum of Understanding (MOU) management. Minimum 3 years of experience in financial oversight/fund accounting, monitoring program expenses, and developing and implementing financial strategies and projections
• 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
• Broad knowledge of financial analysis and reporting techniques, human resources, and risk management planning; and/or accounting and payroll
• 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
• Proven experience in employee supervision and HR administrative functions such as hiring, disciplinary and termination actions
• Ability to effectively manage multiple priorities, prioritize projects and meet the demands of a fast-paced and dynamic work environment. Adaptable to quickly changing priorities
• Ability to work independently, complete projects in a timely manner, and prioritize multiple projects to ensure the completion of essential tasks by deadlines

Preferred Qualifications:

• Solid knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

50%

Yes

Overseeing Administrative Operations:

• Manage daily office operations, ensuring efficiency and compliance with company policies.
• Supervise administrative staff and delegate tasks effectively.
• Develops and supervises the work of the Division Administrative department with responsibility for quality and quantity of work.
• Distributes work evenly and ensures the growth of all administrative staff.
• Develops and maintains administrative support staff schedules; including providing coverage for staff absences
• Assess administrative processes and propose solutions to the Division administrator
• Participate in strategic planning to ensure the administrative infrastructure is aligned with the division goals.

10%

Yes

Policy Development

• Participates in the development and monitoring of policies and procedures for Divisional operations.

• Maintain organized records of company documents, correspondence, and reports.

• Oversee data management and filing systems.

10%

Yes

Staff Coordination and Support

• Recommends hiring of new employees, transfers, promotions, salary actions, terminations, performance management, and budget recommendations.

• Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function.

15%

Yes

Event and Meeting Coordination:

• Organize and manage division events, meetings, and travel arrangements.
• Prepare agendas, minutes, and follow-up action plans.

5%

Yes

Technology and System Oversight:

• Implement and maintain office technologies to improve productivity.
• Ensure proper functioning of office equipment and IT systems.
• May manage systems and procedures to protect divisional assets. Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.

10%

Yes

Budget and Resource Management:

• Assist the Division Administrator in developing and managing divisional budgets.
• Oversee procurement of office supplies, PO management, and resources.
• Projecting and monitoring the Division's expenditures, producing financial reports, and preparing the Division''s annual operating budget of approximately $11.3 million. Some or all of these duties may be performed in conjunction with Finance.
• Monitor and implement funding policy compliance and determine and implement internal controls.
• Monitor monthly program expenditures and propose cost efficiencies
• Direct billing and billing authorizations for both City and University funds.

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%.)

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

50%

Yes

Overseeing Administrative Operations:

• Manage daily office operations, ensuring efficiency and compliance with company policies.
• Supervise administrative staff and delegate tasks effectively.
• Develops and supervises the work of the Division Administrative department with responsibility for quality and quantity of work.
• Distributes work evenly and ensures the growth of all administrative staff.
• Develops and maintains administrative support staff schedules; including providing coverage for staff absences
• Assess administrative processes and propose solutions to the Division administrator
• Participate in strategic planning to ensure the administrative infrastructure is aligned with the division goals.

10%

Yes

Policy Development

• Participates in the development and monitoring of policies and procedures for Divisional operations.

• Maintain organized records of company documents, correspondence, and reports.

• Oversee data management and filing systems.

10%

Yes

Staff Coordination and Support

• Recommends hiring of new employees, transfers, promotions, salary actions, terminations, performance management, and budget recommendations.

• Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function.

15%

Yes

Event and Meeting Coordination:

• Organize and manage division events, meetings, and travel arrangements.
• Prepare agendas, minutes, and follow-up action plans.

5%

Yes

Technology and System Oversight:

• Implement and maintain office technologies to improve productivity.
• Ensure proper functioning of office equipment and IT systems.
• May manage systems and procedures to protect divisional assets. Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.

10%

Yes

Budget and Resource Management:

• Assist the Division Administrator in developing and managing divisional budgets.
• Oversee procurement of office supplies, PO management, and resources.
• Projecting and monitoring the Division's expenditures, producing financial reports, and preparing the Division''s annual operating budget of approximately $11.3 million. Some or all of these duties may be performed in conjunction with Finance.
• Monitor and implement funding policy compliance and determine and implement internal controls.
• Monitor monthly program expenditures and propose cost efficiencies
• Direct billing and billing authorizations for both City and University funds.

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%.)