Business Operations Manager

Job Summary Uses advanced administrative concepts and organization objectives to resolve complex issues. Manages, plans, administers and coordinates the administrative operations of a small to mid‑sized academic or non‑academic department or organizational unit, the operations of which are significantly complex and/or broad in scope. Typically reports to a Chair, Director, or equivalent administrative management. Performance of administrative operations activities are the predominant focus of the position; may supervise support staff or a small number of professional staff within or outside the scope of main business activities (e.g., student services, facilities, etc.). Performs short- and long‑term planning for the function. Regularly works on highly complex issues where analysis of situations or data requires an in‑depth evaluation of variable factors. Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results. Department Overview The UCSF Facilities Services Department (FS) is committed to creating an exceptional campus physical environment to support the research, teaching, health care and community service mission of the University. FS employs over 460 professional staff and acts as steward for over $90 million in operating funds. Located in the Campus Life Services organization, FS is organized into six distinct units: Building Operations, Engineering Operations, Facilities Projects, Business Operations, Engineering & Utilities, and General Services. Responsibilities Administrative Operations & Strategic Leadership – Lead and develop strategic plans and process improvements for administrative operations impacting the full department; develop agendas, facilitate meetings, and drive follow‑up for FS Leadership Team, FS Management Team, and FS Support Team; develop and maintain administrative policies and procedures, including the FS Administrative Policy Manual; advise senior leadership on operational risk, compliance, and process improvements; represent FS on campus‑wide administrative and planning initiatives. Fleet & Asset Management Program – Manage full lifecycle administration of a 30+ vehicle fleet across eight campus locations; oversee permits, maintenance, smog compliance, GPS tracking activation, EV tracking initiatives, and accident coordination with Risk Management; revise and maintain the FS Vehicle Policy Manual; develop staff accident response packets and standardized procedures; manage vehicle purchasing, leasing, and vendor coordination; develop standard work procedures for the vehicle program. Financial Systems & BearBuy Administration – Serve as primary point of contact for FS BearBuy operations and financial system inquiries; lead departmental transition through financial systems changes, including development of new PDC cost centers; coordinate with Supply Chain Management to establish new cost centers and buyer access; develop tracking tools for cost center transitions and perform systematic PO review, reclassification, and bulk closures; ensure compliance with University purchasing policies and internal controls. Contracts, SOW Development & Vendor Oversight – Develop Statements of Work (SOWs) for Business Operations and Office of the AVC; coordinate vendor deliverables, performance expectations, and compliance requirements; manage documentation and contract processing; oversee vendors supporting strategic initiatives. Access Administration & Compliance Oversight – Serve as primary access administrator for all Facilities Services staff (400+ employees); manage access provisioning, compliance monitoring, and audit readiness; develop internal protocols for access governance and risk mitigation. Communications & Organizational Coordination – Develop communication strategies for major operational rollouts (e.g., financial systems transitions); manage internal distribution lists and communication platforms; develop executive‑level presentations and briefing materials; coordinate cross‑campus initiatives and serve as administrative liaison across Finance, HR, SCM, and Campus Life Services. Qualifications Required Qualifications Bachelor's degree in a related area and 5+ years of related work experience or equivalent experience/training. Advanced knowledge of University rules, regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management. Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Advanced 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. Ability to use discretion and maintain confidentiality. Advanced skills in short- and long‑term strategic planning, analysis, problem‑solving, and customer service. Advanced knowledge of financial analysis and reporting techniques and/or human resources policies and procedures for staff and academic employees. Ability to handle high‑level, escalated customer complaints and follow‑through to resolution. Office management experience in a fast‑paced, time‑sensitive environment. Ability to handle multiple projects simultaneously. Strong attention to detail and ability to meet competing deadlines. Ability to work in both team and individual performer environments. Demonstrated organizational skills and the ability to be flexible and shift priorities. Preferred Qualifications Experience developing policy and procedures for a large and complex organization. Facilities management experience. Knowledge of UCSF and UCOP policies and procedures. UCSF or other higher education work experience. Union contract experience. Valid California driver’s license. 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. Salary Information Salary range: $113,628.96 – $182,700.00. Final salary and offer components are subject to additional approvals based on UC policy. Placement within the salary range depends on a number of factors including work experience and internal equity. For positions represented by a labor union, placement is guided by the collective bargaining agreement. To learn more about the benefits of working at UCSF, please visit #J-18808-Ljbffr