Office Manager

Job Summary:

This position is responsible for managing the full scope of general operations for the ZSFG Neurology Service, a division within the UCSF Department of Neurology that oversees all neurologic care at Zuckerberg San Francisco General Hospital (ZSFG). The role includes both long- and short-range strategic planning, managing clinical schedules, division operations and events, and special programs and projects.

The division consists of nearly 200 physicians, trainees, researchers, and administrative staff. This position works closely not only within the division but also with partners across the UCSF Department of Neurology and throughout ZSFG.

Core administrative responsibilities include oversight of division budgets and financial reporting; coordination of faculty and staff onboarding and offboarding; and management of space, facilities, and IT needs. Additional duties include managing operational budgets, overseeing or delegating procurement and office management functions, ensuring compliance with UCSF and Department of Public Health regulations, and maintaining key communications. These communications may include clinical calendars, division announcements, training materials, newsletters, and website content.

A key aspect of the role is developing and maintaining systems that improve organization and efficiency across service operations. The position requires a high degree of flexibility, strong multitasking ability, and effective communication skills, along with the capacity to identify opportunities for process improvement and implement practical solutions that support day-to-day operations.

Department Description:

The Neurology Service at ZSFG encompasses a wide range of clinical, educational, and research activities aligned with UCSF's core missions: patient care, education, research, and equity. The division is also deeply committed to UCSF's PRIDE values.

Clinical operations span both inpatient and outpatient settings. Inpatient services at ZSFG include the Adult Inpatient Neurology Ward Service, Adult Inpatient Neurology Consultation Service, and Neurocritical Care Service. Outpatient care is delivered through multiple Neurology clinics serving new and returning patients, as well as specialized and procedural clinics operating weekly. The service also oversees Neurodiagnostic Laboratories, including electroencephalography (EEG) and electromyography (EMG), and collaborates with Pediatric Services to provide Child Neurology specialty care. Together, these components contribute to comprehensive, high-quality patient care.

The service also supports a robust educational program, providing clinical training annually for more than 50 medical students, 48 neurology residents, 6-10 fellows, 6 internal medicine residents, up to 10 St. Mary's residents, and several neurosurgery residents.

In addition, the division maintains an active clinical research program spanning a broad range of neurologic disciplines, including neuro-emergency conditions such as traumatic brain injury and stroke, neurodegenerative diseases, and global health initiatives.

As an academic unit of the University of California, San Francisco, the ZSFG Neurology Service operates in compliance with all UCSF policies and procedures, while also adhering to additional regulatory requirements associated with its role within San Francisco's public safety-net hospital system.

%

of time

Essential Function (Yes/No )

Key Responsibilities

(To be completed by Supervisor)

50

yes Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.

5

yes Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and / or contracts and grants.

5

yes Develops and prepares budgets and financial reports for funding which may be complex.

0

Performs recharge administration.

0

Provides input into non-technical portions of grant and contract proposals.

15

yes Coordinates and participates in a variety of human resources activities including employment, training, classification, and ensuring the completion of forms and documents related to HR and Payroll for unit / department. Gathers, analyzes, prepares and summarizes financial and HR reports.

5

yes May supervise a small staff of support employees and / or students.

0

Performs studies for resource plans, including approaches, trends, sources and uses.

2

yes Serves on committees, representing department / unit.

1

yes Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.

5

yes Develops and implements procedures for supply inventory and to keep equipment in good working condition.

5

yes Administers facilities and space logistics and manages equipment needs.

2

yes Acts as safety coordinator.

5

yes May assist with fundraising related duties.

0

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 7 years experience in progressive management and operations
• Thorough knowledge of University 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 specifically Drupal, accounting and payroll, and contracts and grants regulations and guidelines.
• Solid knowledge of common University-specific computer application programs.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of UCSF Specific financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
  Thorough understanding of academic affairs, faculty advancement and appointment
• Expert understanding of UCSF at DPH onboarding and hiring processes

Preferred Qualifications:

• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Experience creating and managing diversity and equity programs for a large scale organization

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 here.

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.

Salary Information

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.

To learn more about the benefits of working at UCSF, including total compensation, please visit:

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 7 years experience in progressive management and operations
• Thorough knowledge of University 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 specifically Drupal, accounting and payroll, and contracts and grants regulations and guidelines.
• Solid knowledge of common University-specific computer application programs.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of UCSF Specific financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
  Thorough understanding of academic affairs, faculty advancement and appointment
• Expert understanding of UCSF at DPH onboarding and hiring processes

Preferred Qualifications:

• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Experience creating and managing diversity and equity programs for a large scale organization