Finance & Operations Administrator

University of California - San Francisco Campus and Health; San Francisco (CA); Remote; USD 86,000 - 130,000; Full time

Job summary

An established industry player is seeking a Finance & Operations Administrator to oversee financial and operational functions within a dynamic program. This role involves managing budgets, ensuring compliance with funding requirements, and leading strategic planning efforts. The ideal candidate will possess strong analytical skills and a deep understanding of financial management in an academic medical environment. Join a mission-driven team dedicated to improving healthcare through excellence and innovation, and enjoy a rewarding career with opportunities for growth and impact.

Qualifications

• 3+ years in operations roles at an academic medical center.
• Knowledge of budget, accounting, and fund management processes.
• Strong interpersonal and communication skills.

Responsibilities

• Manage financial and operational functions of the Ryan Program.
• Develop and manage complex budgets and financial reports.
• Oversee program administration and strategic planning.

Skills

Financial Management

Budget Development

Analytical Skills

Communication Skills

Event Planning

Problem-Solving

Confidentiality

Education

Bachelor's degree in related area

Tools

Microsoft Applications

BearBuy

MyExpense

My Reports

Connexxus

Job description

Finance & Operations Administrator

ObGn-Bixby-ZSFG-Bixbygen

Full Time

84651BR

Job Summary

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
* Develops and manages complex budgets and financial reports for grant funding, ensuring compliance with UCSF and funder requirements.
* Leads the development of the Program's annual budget and prepares funding requests for the sole funder.
* Conducts resource planning studies, evaluating financial trends, funding sources, and expenditure patterns to optimize budget utilization.
* 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.
* Oversees financial operations, including grant reconciliations, honorarium/reimbursement processing, purchase orders, and general accounting.

Program Administration & Strategic Planning
o Independently manages and oversees:
o Medical Education Speakers Bureau, executing biannual application processes, managing requests from over 300 ob-gyn residency programs, and administering the budget to maximize impact.
o Ryan Program communication and outreach systems, ensuring clear, consistent messaging across platforms.
o Presentation, meeting, and event needs, including four major workshops/meetings annually and ongoing virtual events.
o Leads conference and event management, including budget development, contract negotiations, logistics coordination, CME accreditation, and evaluation.
o Develops and implements data-driven assessments to measure program impact and improve cost-effectiveness.
Information Management & Website Strategy
o Directs content management, design, and maintenance of the Ryan Program website, ensuring compliance with UCSF branding and editorial policies.
o Oversees programmatic listserv communication systems, proactively managing and optimizing communication channels.
o 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
o Manages a broad scope of administrative operations, ensuring streamlined processes that enhance efficiency and effectiveness.
o Applies in-depth knowledge of university financial and operational policies to support key program initiatives.
o 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

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

The salary range for this position is $86,500 - $129,700 (Annual Rate).

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Department Description

The Department of Obstetrics, Gynecology and Reproductive Sciences (Ob/Gyn & RS) is a major academic Department in the School of Medicine, engaged in clinical, research, and training activities at the Parnassus, Mt. Zion and San Francisco General Hospital (SFGH) campuses, as well as satellite locations throughout the Bay Area, with an annual operating budget of $77.2 million and the new Betty Irene Moore Women's Hospital at Mission Bay. The OBGYN Department has 102 full-time faculty, 136 other academic appointees, 39 post-doctoral fellows, 20 clinical fellows, 36 residents, 136 voluntary clinical faculty, and 266 staff. The mission of the UCSF Department of OBGYN & Reproductive Sciences is to improve the lives and health of all women through excellence, innovation and leadership in Patient Care, Scientific Discovery, Education, Advocacy. "Leading the way in women's health."

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training
• Minimum 3 year work experience in operations roles with an academic medical center or another organization with similar programmatic scope
• Thorough knowledge of rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines
• Solid knowledge of common University-specific computer application programs, such as BearBuy or MyExpense or My Reports or Connexxus, or Award Verification Tool, Microsoft Applications
• Ability to use discretion and maintain confidentiality
• Strong skills in short-term planning, analysis, problem-solving, and customer service
• Thorough knowledge of financial analysis and reporting techniques

Preferred Qualifications

• Thorough knowledge of human resources policies and procedures for staff and academic employees
• Knowledge of political and institutional factors which influence ob-gyn training and medical service provision
• Knowledge of and desire to work in the field of abortion and family planning services
• 5+ years work experience in operations roles with an academic medical center or another organization with similar programmatic scope

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Organization

Campus

Job Code and Payroll Title

007377 ADMIN OFCR 3

Job Category

Accounting / Finance, Administrative Support, Financial

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Employee Class

Career

Percentage

100%

Location

San Francisco, CA

Work Style

Fully Remote

Shift

Days

Shift Length

8 Hours

Additional Shift Details

M-F, 8:30am-5:00pm