Academic Operations Manager

The Academic Operations Manager (Admin Supv 2) serves as the Operations Manager for the Department of Urologic Surgery, a complex surgical department in the School of Medicine. As a member of the department's executive team, this position will manage and direct a full range of administrative and fiscal activities for the Department. This position will partner closely with the Chief Administrative Office (CAO) and Department Chair to define and implement short- and long-range goals, assess existing and future program needs, and establish priorities for fiscal and human resource needs. Managing full general operations of the department includes operations administration, finance and budget management and administration, academic and staff personnel, payroll management, and oversee research administration. This position will provide both direct and indirect supervision to numerous support and professional staff supporting mentioned operations of the department.

Apply By Date: 04/12/2025 by 11:59pm

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Bachelor's degree in related area and/or equivalent experience/training.
• At least three (3) year of management/supervisory experience involving recruit, supervise, train, evaluate, motivate, resolve problems/conflicts, conduct performance management, discipline, and build effective service-oriented, team environment.
• At least two (2) years of experience in complex financial planning and budget analysis in the areas of budget and finance and account and fund management.
• Experience analyzing, interpreting and communicating policy and procedures in all areas pertinent to academic/research-related operations and programs or other business related operations.
• Experience using interpersonal, oral and written communication skills to share information with all levels of personnel and with diverse populations within the Department, School, Campus, and outside agencies.
• Demonstrated advanced skills using Excel and other Microsoft Office products (Word, PowerPoint, Outlook, etc) to sufficiently complete assigned tasks.
• Strong management experience and skills to oversee daily operations of a complex academic department. This includes the ability to evaluate and make necessary changes in organizational structure, workflow and staffing for efficiency; to implement best practice to ensure optimal performance of staff to engage in short- and long-term planning for effective and efficient use of space, facilities, equipment and staffing.
• Excellent personnel management skills to include developing position descriptions; recruitment and selection; establishing performance standards, empowering and actively involve employees and holding staff accountable; coaching, development, and evaluation; develop recognition and reward system for staff; administer corrective action and discipline; and identify, develop and implement staff development process and team building opportunities.
• Demonstrated experience with budgeting, accounting and finance to create and monitor budgets; fiscal reporting and analysis; forecasting and projections; reconciliation and year-end closing; and establish and implement financial systems and controls.
• Extensive experience with problem-solving, planning and decision-making skills to anticipate and identify short- and long-term opportunities, issues and concerns; analyze options; and establish and implement solutions which balance and consider the needs of all stakeholders and programs.
• Excellent communication skills, both oral and written, to convey factual information in a professional, tactful and collaborative manner. Engage in collaborative problem-solving and negotiation with staff and colleagues; interact with all levels of academic, administrative, clinical and staff personnel within UCD Health, Campus, outside agencies, institutions and industries. Ability to communicate with confidence and discretion where matters of confidentiality are concerned.
• Demonstrated ability to work efficiency and effectively in an intense, fast-paced environment with completing demands, changing priorities, and strict deadlines
• Knowledge of federal rules and regulations guiding administration of federally funded research
• Highly experienced and demonstrated knowledge and application of computer software products including Microsoft Office suite
• Demonstrated leadership skills to establish a clear vision for excellence and provide direction to staff.

Preferred Qualifications

• Experience interpreting and applying University policy, collective bargaining agreements, and state and federal laws related to student, staff, and academic positions in areas of employment, affirmative action, benefits, worker's compensation, merit and promotion, salary administration, corrective action, conflict management, payroll, and disability management.
• Knowledge of AggieService, Cognos, UCPath, BEATS, AggieExpense, AggieEnterprise and other University-related systems preferred.
• Knowledge of UC, UCD, UCDH policies and procedures as well as sponsoring agencies relating to budget and finance, contracts and grants, academic personnel, staff personnel for represented and non-represented staff and payroll.
• Highly experienced and demonstrated knowledge of University specific programs, such as UC Path, Aggie Travel, Aggie Enterprise Planning, and other third-party programs, such as CPSC.

Key Responsibilities

• 40% - Management and Business Administration
• 25% - Financial and Budget Administration and Management
• 25% - Academic and Staff Personnel and Payroll
• 10% - Strategic Planning

Department Overview

The Department of Urologic Surgery is an academic department within the School of Medicine. The department is responsible for the teaching and training of residents, medical students, clinical and postdoctoral fellows, as well as conducting both basic science and clinical research, including clinical trials, and providing state-of-the-art clinical care services.

Department Specific Job Scope

This position serves as the Operations Manager and is responsible for all human resource operations within the department related to School of Medicine, including faculty credentialing, academic personnel, faculty administrative support, contracts and grants administration, payroll administration, budgetary financial management and both direct and indirect supervision of numerous support and professional staff.

POSITION INFORMATION

• Salary or Pay Range: $82,900.00 - $152,900.00
• Salary Frequency: Bi-Weekly
• Salary Grade: Grade 23
• UC Job Title: ADMIN SUPV 2
• UC Job Code: 007375
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F, 8am- 5pm
• Location: Ellison Ambulatory Care Center (HSP098)
• Union Representation: 99 - Non-Represented (PPSM)
• Benefits Eligible: Yes
• This position is 100% on-site
• THIS IS NOT A H-1B OPPORTUNITY

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

* High quality and low-cost medical plans to choose from to fit your family's needs
* UC pays for Dental and Vision insurance premiums for you and your family
* Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
* Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Access to free professional development courses and learning opportunities for personal and professional growth
* WorkLife and Wellness programs and resources
* On-site Employee Assistance Program including access to free mental health services
* Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
* Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
* Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here
* UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Continuous 6 to 8+ Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Continuous 6 to 8+ Hours

Mental Demands

• Sustained attention and concentration - Continuous 6 to 8+ Hours
• Complex problem solving/reasoning - Frequent 3 to 6 Hours
• Ability to organize & prioritize - Continuous 6 to 8+ Hours
• Communication skills - Continuous 6 to 8+ Hours
• Numerical skills - Frequent 3 to 6 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment
• The duties or functions of this position include the handling of cash (or cash equivalents)

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

Diversity, Equity, Inclusion and Belonging

At UC Davis, we're solving life's most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don't just maintain - we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don't meet all the requirements? We still encourage you to apply! #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks