Administrative Manager I

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

Spends the majority of time (50% or more) achieving organizational objectives through the coordinated achievements of subordinate staff. Establishes departmental goals and objectives, functions with autonomy. Manages the accountability and stewardship of human, financial, and often physical resources in compliance with departmental and organizational goals and objectives. Ensures subordinate supervisors and professionals adhere to defined internal controls. Manages systems and procedures to protect departmental assets.

Custom Scope

Responsible for managing the administrative operations of a large academic department, with 12 sub-specialties. Responsibilities include the following functions: IT, facilities/space planning, student services, contracts and grants, budgetary financial management and/or human resources. Manages a large group of professional staff in various fields. Assumes accountability for decisions made by subordinates. Performs long- and short-term planning for the future. Erroneous decisions or failure to achieve goals results in additional costs and personnel, and serious delays in overall schedules.
Under the general direction of the Vice Chair, this position is responsible for all aspects of the Department including finances, information technology, operations, staffing, accreditation, initiating new programs, strategic planning, and space planning. The Department includes the divisions of general internal medicine, cardiology, gastroenterology, pulmonology, critical care medicine, infectious diseases/HIV, endocrinology, nephrology, rheumatology, hematology/oncology, geriatrics, sleep medicine, dermatology, and neurology. This position provides overall leadership and administration of the entire department, supporting the broad initiatives of the Department, and is responsible for strategizing, developing, planning, and implementing viable administrative structures and funding streams to support these initiatives. This requires continual strategic review, development, and implementation of structures and controls to manage risk.

Department Administration and Operations

Manages, plans and administers all administrative operations a large academic department. Provides leadership in the development and oversight of the administrative infrastructure of the Department of Medicine, Fresno. Provide administrative oversight to the residency and fellowship training programs that provide clinical training at multiple sites. The manager is responsible for all aspects of program operations for 17 staff FTE, 100 core faculty, 102 volunteer clinical faculty, 69 residents, 4 chief residents, 41 fellows (Pulmonary Critical Care Medicine; Sleep Medicine; Gastroenterology; Infectious Diseases; Hematology/Oncology; Cardiology; Interventional Cardiology, endocrinology, advanced cardiac imaging, hepatology) as we all oversight of medical students rotating through the department.

Human Resources and Administrative Services

Oversees all academic, resident, and staff human resources functions within the department, ensuring compliance with UCSF policies, hospital and other healthcare institutional policies and procedures, as well as state and federal laws, while fostering a positive work environment and high morale. Additionally, provides administrative oversight for key departmental services, including IT, facilities, student services, contracts and grants, and budgetary financial management.

Strategic and Operational Planning

Develops and implements both short- and long-term plans to enhance administrative operations and streamline processes. Serves as the administrator on all leadership teams designated by the Chief. Collaborates closely with the Chief Administrative Officer of Administration and Finance as a key member of the administrative management team to advance the strategic goals of UCSF Fresno.

Policy Development

Develops and proposes changes to policies impacting assigned unit(s), including those outlined in resident, fellow, and faculty handbooks.

Financial, Budgetary and Resource Management

Leads the development and oversight of operational and budgetary processes, including staff FTE allocation, finance, human resources, and space planning. Manages the full spectrum of business functions essential to advancing the educational and clinical missions of the Department of Medicine at Fresno. Working independently, designs and implements fiscal management standards and systems, ensuring comprehensive financial planning and reporting for the department's operating budget. Provides oversight for the consolidated budget, integrating all funding sources (University and non-University), and ensures financial resource management aligns with University policies and governmental regulations.

Departmental Assets and Accreditation

Manages systems and procedures to protect departmental assets and ensure continued accreditation is in good standing for all training programs within the department.

Institutional and External Relations

Represents the department on business affairs to the institution community, including UCSF main campus, Community Medical Center management, Inspire management, and VA hospital leadership.

Required Qualifications

• 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.
• 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

• 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.
• Knowledge of ACGME and RRC regulations.

Required Qualifications

• 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.
• 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

• 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.
• Knowledge of ACGME and RRC regulations.