Division Manager

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

The role is responsible for managing the administrative operations of the academic / clinical Division of Neurology at ZSFG (aka Neurology Service) which includes all of the following functions: IT, facilities and space, resident and student services, contracts and grants, budgetary financial management and human resources. This role partners with the Neurology Central Administration Finance Team (for contracts and grants, and budgetary financial management) and the People Team (for HR and Academic Personnel employee actions). Finance, including contracts and grants management, and HR and Academic Personnel are managed centrally by the department. The Division Manager manages a professional staff comprised of billing analyst, education coordinator, and numerous clinical research coordinators. The role assumes accountability for decisions made by subordinates. The role performs long and short term planning for the Division, across all four missions of clinical, research, opportunity and outreach, and education, including multi-year analyses. Erroneous decisions or failure to achieve goals may result in additional costs and personnel, lost revenue from federal and county sponsored agreements, damage to long-standing relationships, and serious delays in overall physician provider schedules.

The Division Manager position involves active leadership in all missions of the Division and in its relationship with the UCSF Department of Neurology and ZSFG. Financial management responsibilities include responsibility for the overall division budget as well as developing fundraising and professional fee revenue development plans. This position functions as the Training Manager for the division in partnership with the Neurology Education Division, OME, GME, and outside institutions. This position works across the division to improve research and administrative support operations, develop standard workflows and training.

Responsibilities

%

of time

Essential Function (Yes/No

)

Key Responsibilities

(To be completed by Supervisor)

40

Yes

Manages, plans and administers all administrative operations of ZSFG Division of Neurology, including all of the following functions: IT, facilities, resident and student services, laboratories, contracts and grants, assistance with faculty support for IRB and grant submission, budgetary financial management, human resources, and clinical neurology service devleopment—in collaboration with the central finance and HR services.

20

Yes

Prepares short and long range planning for Division, including the development of business-driven frameworks for managing resources, delivering mission-critical services, and maintaining/improving employee engagement. Establishes and recommends change to policies to enhance clinical services, education mission, and research productivity.

15

Yes

Develops and monitors operational and budget processes, clinical charge capture, division procedures, staff FTE, employee recruitment and engagement, finance, human resources, compliance with credentialing regulations, and space planning.

10

Yes

Represents the department on business affairs to the hospital, department, and university.

10

Yes

Oversees the preparation and management of county partnerships, grant and contract, and fundraising proposals involving a diverse and / or wide variety of funding sources and agencies. Develops a wide variety of reports as appropriate for the funding agency or partner, independently or in collaboration with professional staff. 

5

Yes

Supervises other division administrative staff in tasks regarding clinical charge capture and faculty support.

Qualifications

Required Qualifications

• Bachelor’s degree in related area and minimum of six years of experience, including at least five in a lead/supervisory role or equivalent training/experience.
• Broad knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and / or personnel management under 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.
• Strong verbal and written communication skills; ability to influence / persuade all levels of staff.
• Skills in organization and customer service to effectively manage multiple important priorities. Proven ability to organize department work functions in an efficient and effective manner.
• Broad knowledge of common organization-specific and other computer application programs.
• Skills to work collaboratively with other locations.
• Proven skills to quickly evaluate complex issues and identify multiple options for resolution.
• Demonstrated management and conflict resolution skills to effectively lead and motivate others.

Preferred Qualifications

• Master’s degree in related area and / or equivalent experience / training.
• For clinical research management: Extensive experience with research program development, good clinical practices, protocol development, participant recruitment and retention, and site monitoring. Thorough familiarity with the following: Office of Management and Budget (OMB) Circular A-21, (Cost Principles for Educational Institutions); OMB Circular A-110 (Administrative Requirements for Grants and Agreements); OMB Circular A-133 (Audits of States, Local Governments, and Non-Profit Organizations); FDA guidelines.
• For division staff: experience with employee development, UCSF human resources, employee policies, organizational contracts, and labor and employee relations.
• Demonstrated experience performing complex financial analysis and developing financial reports.
• Experience with business planning using Lean organizational processes.