Finance & Operations Administrator

University of California San Francisco; San Francisco (CA); On-site; USD 60,000 - 100,000; Full time

Job summary

An established industry player seeks a Finance & Operations Administrator to oversee financial and operational functions within a dynamic program. This role involves managing complex budgets, ensuring compliance with funding requirements, and leading strategic planning initiatives. The ideal candidate will possess strong analytical skills and a deep understanding of financial management, with the ability to develop solutions to diverse challenges. Join a mission-driven environment where your expertise will directly contribute to impactful educational programs and initiatives. This is a unique opportunity to make a significant difference in a vital sector.

Qualifications

• Strong judgment and analytical skills required for financial operations.
• Experience in managing complex budgets and financial reports.

Responsibilities

• Manage financial operations and develop budgets for grant funding.
• Oversee program administration and strategic planning for events.

Skills

Financial Management

Analytical Expertise

Strategic Planning

Problem Solving

Budget Development

Education

Bachelor's Degree in Finance or Related Field

Master's Degree (Preferred)

Tools

Financial Reporting Software

Project Management Tools

Website Content Management Systems

Job description

The Finance & Operations Administrator (FOA) is a seasoned administrative operations professional responsible for managing, planning, and administering the Ryan Program's financial and operational functions. Reporting to the Director of Programs and Operations (DPO) and providing direct financial reporting to the National Director/Project PI, they lead short- and long-term financial and operational planning, ensuring strategic resource allocation and program efficiency. With deep expertise in financial management and administrative operations, they analyze diverse challenges, develop solutions, and implement effective strategies to support the Program's mission.

Financial and Operational Leadership

1. Develops and manages complex budgets and financial reports for grant funding, ensuring compliance with UCSF and funder requirements.
2. Leads the development of the Program's annual budget and prepares funding requests for the sole funder.
3. Conducts resource planning studies, evaluating financial trends, funding sources, and expenditure patterns to optimize budget utilization.
4. Independently analyzes and resolves problems of diverse scope, such as assessing the Medical Education Speakers Bureau's cost impact and proposing solutions to maximize cost efficiency.
5. Oversees financial operations, including grant reconciliations, honorarium/reimbursement processing, purchase orders, and general accounting.

Program Administration & Strategic Planning

1. Independently manages and oversees the Medical Education Speakers Bureau, executing biannual application processes, managing requests from over 300 ob-gyn residency programs, and administering the budget to maximize impact.
2. Ryan Program communication and outreach systems, ensuring clear, consistent messaging across platforms.
3. Presentation, meeting, and event needs, including four major workshops/meetings annually and ongoing virtual events.
4. Leads conference and event management, including budget development, contract negotiations, logistics coordination, CME accreditation, and evaluation.
5. Develops and implements data-driven assessments to measure program impact and improve cost-effectiveness.

Information Management & Website Strategy

1. Directs content management, design, and maintenance of the Ryan Program website, ensuring compliance with UCSF branding and editorial policies.
2. Oversees programmatic listserv communication systems, proactively managing and optimizing communication channels.
3. Works through and collaborates with the Public Affairs unit within UCSF's Office of Communications to align with institutional media policies and digital strategies.

General Operations & Program Support

1. Manages a broad scope of administrative operations, ensuring streamlined processes that enhance efficiency and effectiveness.
2. Applies in-depth knowledge of university financial and operational policies to support key program initiatives.
3. Balances a small operational team with the Ryan Program's large national impact, ensuring high-level strategic oversight.

This role requires strong judgment, analytical expertise, and the ability to apply theoretical knowledge to practical financial and operational challenges in a dynamic, mission-driven environment.