Administrative Supervisor II
UC San Francisco (UCSF) · San Francisco, California, United States
Job Function Summary:
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.
Generic Scope
Provides direct supervision typically to professionals or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives.
Custom Scope
The Assistant Division Manager (ADM) plays a critical role in overseeing the administrative, operational, and financial functions of the Division of Infectious Diseases. Reporting to the Division Manager and working in close partnership with the Division Chief, the ADM ensures smooth day-to-day operations, supports faculty, staff, and trainees, and provides key leadership in financial management and post-award administration. This position directly supervises one full-time Administrative Officer II and one full-time Education Program Manager, within the core administrative team and provides additional oversight and management to the rest of the Admin Core Team in targeted areas as additional support to the Division Manager (DM), and during times when the DM is out of the office. They act as "second in command" to the DM.
The ADM will provide leadership and oversight of the ACGME-accredited and Non-ACGME Infectious Diseases Fellowship Program. In collaboration with fellowship program leadership, the ADM ensures operational efficiency, regulatory compliance, and alignment with accreditation and institutional requirements. This includes oversight of key processes such as fellow recruitment, onboarding, scheduling, budget and financial tracking, and continuous quality improvement initiatives. The ADM fosters a collaborative and professional working environment, supporting the educational mission of the Division and serving as a resource and advisor on matters related to graduate medical education administration.
For personnel activities, the ADM will direct and independently be responsible for all aspects of personnel affairs for approximately 34 faculty, 37 staff, 2 MSP Physicians, 19ACGME/ Non-ACGME Fellows, and 8 Volunteer Clinical Professors in the Division, roughly 120 total personnel with ID as their HR home. This includes oversight on 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 an advisor to the Division Manger, Division Chief, managers/supervisors, and faculty members on all personnel-related issues, exercising judgment, and determining appropriate action. The individual also oversees, through the 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 ID practice, which totals approximately 60 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. They will generate monthly financial reports, productivity reports, annual Effort Funding Worksheets (balance sheets) for all faculty, and conduct periodic financial reviews to ensure oversight and management of 50+ divisional financial accounts (e.g. Pro-Fee, Faculty Discretionary, and Gift/Endowment Funds). The incumbent will administer 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, they will develop new reports and spreadsheet applications. They will also participate in the annual budget process and clinical incentives, exercising strong quantitative analytical skills and applying management-level judgment 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. They will be a resource for others in the Division and will assist in the implementation of Divisional guidelines and policies to ensure efficient processes.
The ADM will also independently develop the Infectious Diseases Inpatient clinical schedule and assist with the fellowship schedule and oversee the jeopardy schedule, including processing jeopardy and moonlighting payments.
As a lead member of the Divisional management team, the ADM will collaborate with the DM to establish and implement policies and procedures for the office. The individual will be responsible for assisting the DM in the smooth operations of the unit, ensuring that division members' support is delivered through changes in administrative policy or structures, overseeing space inventory, and performing other duties as assigned.
Department Overview (please write a brief description of your department/unit that you would like to be
included in the job posting/advertisement)
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, St. Mary's/Francis, 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 rest with the Department Chair (Parnassus Heights site) and also directs the Vice Chairs/Chiefs at the SFVAHCS and ZSFG. The Division of Infectious Diseases consists of 120 faculty, fellows, and staff whose work is grounded in deep commitment the highest standards of clinical care and teaching, as well as, research leading to new approaches to the prevention, diagnosis, and treatment of infectious diseases. The Division of Infectious Diseases employs and trains leaders in academic, superb clinical researcher scientists and basic scientists, and outstanding clinicians. Our faculty are leading experts in adult infectious diseases.
The Division has financial and administrative relationships with the Department of Medicine and UCSF Health, and runs 6 clinical services in the inpatient setting and four clinics in the outpatient settings. While the Division’s clinical services are primarily split between Parnassus, Mt Zion, and Mission Bay campuses, fellows have rotations at the Zuckerberg San Francisco General Hospital (ZSFG) and the San Francisco Veterans Affairs Medical Center (SFVAMC).. We also have Professional Agreement Se