ORGANIZATIONAL CNSLT 4

Job Summary:

Reporting to the Chief Administrative Officer (CAO) and Associate Chair for Finance and Administration for the Department of Psychiatry and Behavioral Sciences (DPBS), the Senior Advisor and Project Manager is a high-level leader in the department, working closely with the members of the department leadership team.

The Senior Advisor and Project Manager works collaboratively across a broad category of individuals and organizations directs initiatives with organization-wide impact, including formulating strategies and administering policies, processes, and resources. The individual is responsible for project management and support of administrative initiatives, annual deliverables, and special reports in the areas of administration, finance, and human resources. The role interacts with faculty and staff from multi-disciplinary fields across departments and schools, as well as university officials and leadership. While the primary focus will be on areas related to the financial and administrative operations of the department, the incumbent will help lead the research, development, planning, and implementation of strategic, cross-functional initiatives spanning multiple programs, including external interactions with academic institutions, medical centers, professional associations, and community organizations.

The Senior Advisor and Project Manager represents the CAO and department in meetings and public settings, participates in resolving high-pressure and sensitive situations, and partners with organizational stakeholders in strategic planning for initiatives related to organizational development, finance and personnel matters. The incumbent performs research, engages stakeholders, and develops recommendations to guide strategic direction for the organization. The incumbent must be able to think creatively and formulate policies and procedures for implementation department wide. They must be able to handle high-pressure and sensitive situations and be able to work collaboratively across a broad category of individuals and organizations. Finally, the incumbent is responsible for keeping abreast of professional standards, and hospital and university policies, and for identifying strategies, including pertinent evidence to address any necessary policy challenges.

Areas of oversight include, but are not limited to:

• Initiatives to develop administrative systems, departmental policies, and standardized procedures related to academic and staff personnel, finance, and central administration, working with departmental stakeholders (e.g., Finance, HR, IT, Central Administration at the Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG), Chair's Admin Team) and university-wide units (e.g., HR Shared Services, IT, Audit and Advisory Services, Academic Affairs); Examples include reviewing systems for:

o Faculty life cycle, including faculty recruitment requests, advancements and promotions, renewals, separations and exit interviews

o Health Sciences Compensation Plan

o Gift and endowment reporting, state funding allocation, award verification, Memorandum of Understanding (MOU), Professional Services Agreements (PSA), and ZSFG contracts

• Implementation of school-wide (SOM-wide) initiatives (e.g., vaccination compliance, essential hire process, telework guidelines, Gallup survey, SOM Stewardship Review)
• Initiation, planning, and monitoring of projects for organization-wide implementation, including department's transition to clinical funds flow, collaborating with UCSF Health, Faculty Practice Organization, and Office of Medical Affairs and Governance
• Evaluate data sources and databases to ensure accuracy for department, UCSF SOM and UCSF Health use (e.g., providers for Net Promoter Score survey, provider credentialing and privileging, Medical Group Management Association databases, Cognos, UCSF HR Information Systems)
• Lastly, the Senior Advisor and Project Manager is expected to sit on and/or lead and/or manage relevant committees, task forces and work groups, including the DPBS Executive Committee and the DPBS Compensation Committee.

Required Qualifications:

• Bachelor''s degree in related area and / or equivalent experience / training

• Minimum of 10 years experience in operations and/or project management or equivalent

• Advanced knowledge of the organizational development and effectiveness field, theories, models to assess, design and implement customized, strategic organization interventions

• Demonstrates strong analytical, problem-solving, project planning and implementation skills

• Highly skilled in facilitation, consulting and relationship building

• Applies strong verbal, written communication and presentation skills

• Possesses strong consulting, relationship building, and strategic thinking skills

• Demonstrates skill consulting to managers and groups at all levels

• Ability to coach, facilitate and influence people at all levels

• Demonstrates ability to learn quickly, reason, synthesize and generalize based on information obtained; sound judgment; ability to draw unbiased conclusions

• Ability to focus on priorities, strategies, and vision

• Knowledge of the consulting process to effectively lead engagements from inception to conclusion

• Expert knowledge of common organizational- or research-specific and other computer application programs (i.e. Smartsheet)

• Highly skilled communication and interpersonal skills to communicate with and influence others, both verbally and in writing

• Ability to use discretion and maintain all confidentiality

• Highly skilled in all levels of project management

• Expert knowledge of the organization''s processes, protocols and procedures and external regulatory requirements in policy domain

• Ability to multi-task with demanding timeframes

• Expert knowledge of applicable policy analysis techniques

• Expert analytical / problem-solving skills

Preferred Requirements:

• Experience working in management and with financial, human resources, educational and/or administrative systems

% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)50Yes

Project Management and Strategic Planning

• Provides leadership, guidance, education, policy development on a significant policy domain or program and represents the organization to external constituencies.
• Works within the organization and systemwide to attain a coordinated systemwide approach responsive to organization needs.
• Participates with high level organizational or program leaders in strategic thinking and planning in policy domain.
• Develops proposals and recommendations to guide and support a broader strategic direction for the organization / initiative.
• Leads special projects and assignments that are sensitive and complex in nature, requiring a high level of independence, expertise in a policy domain, problem solving, critical thinking, and initiative in execution and management.
• Budget management
• Project timeline
• Deliverable status
• Communication of milestone achievements
• Internal and external stakeholder involvement
• Project documentation
• Resource management

25yes

Strategic Policy Development and Implementation

• Identifies policy issues of importance to the organization / initiative which frequently cross organizational lines and require research of state and national organizations; develops appropriate analytical and procedural framework for addressing the issues.
• Formulates new policies and procedures for implementation on the organization.
• Ensures compliance with legal and regulatory requirements in a complex changing environment.
• Plans, develops and implements new programs and organizational structure changes required to implement new policy.

Analyzes, predicts and advises constituencies regarding direction in the absence of clear external and internal practices.

10yes

Management and Administration

• Lead project-based teams of analytical and administrative staff

Assist the CAO / Associate Chair for Finance and Administration to manage and prioritize initiatives, projects, and requests

5yesServes as the organization expert on a significant policy issue(s) or initiative.5yesProposes, leads and / or participates on policy and planning committees and working groups.5 Other duties as assigned % of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)50Yes

Project Management and Strategic Planning

• Provides leadership, guidance, education, policy development on a significant policy domain or program and represents the organization to external constituencies.
• Works within the organization and systemwide to attain a coordinated systemwide approach responsive to organization needs.
• Participates with high level organizational or program leaders in strategic thinking and planning in policy domain.
• Develops proposals and recommendations to guide and support a broader strategic direction for the organization / initiative.
• Leads special projects and assignments that are sensitive and complex in nature, requiring a high level of independence, expertise in a policy domain, problem solving, critical thinking, and initiative in execution and management.
• Budget management
• Project timeline
• Deliverable status
• Communication of milestone achievements
• Internal and external stakeholder involvement
• Project documentation
• Resource management

25yes

Strategic Policy Development and Implementation

• Identifies policy issues of importance to the organization / initiative which frequently cross organizational lines and require research of state and national organizations; develops appropriate analytical and procedural framework for addressing the issues.
• Formulates new policies and procedures for implementation on the organization.
• Ensures compliance with legal and regulatory requirements in a complex changing environment.
• Plans, develops and implements new programs and organizational structure changes required to implement new policy.

Analyzes, predicts and advises constituencies regarding direction in the absence of clear external and internal practices.

10yes

Management and Administration

• Lead project-based teams of analytical and administrative staff

Assist the CAO / Associate Chair for Finance and Administration to manage and prioritize initiatives, projects, and requests

5yesServes as the organization expert on a significant policy issue(s) or initiative.5yesProposes, leads and / or participates on policy and planning committees and working groups.5 Other duties as assigned