Financial Operations Supervisor

%

of time

Essential Function (Yes/No )

Key Responsibilities

(To be completed by Supervisor)

40%

Yes

Supervision & Staff Management: Supervises and directs the work of a section / department of professional financial services employees who are primarily involved in performing analytical functions with responsibility for quantity and quality of work.

• Supervises professional Financial Services Analysts responsible for operational finance support functions.
• Assigns work establishes performance expectations and adjusts workload distribution based on staffing levels operational priorities and service needs.
• Reviews staff work products and operational transactions to ensure accuracy quality and compliance with established policies and procedures.
• Provides technical and supervisory guidance to staff resolves escalated issues and ensures responsive high quality service to internal and external stakeholders.
• Tracks staff performance and work progress toward achieving short and long-term objectives established by departmental leadership.
• Proactively assesses staffing needs workflow distribution and operational service levels to ensure efficient operations and customer support.

Performance Management and Staff Development

• Establishes performance expectations and evaluates and documents employee performance through regular feedback one-on-one meetings and formal performance evaluations.
• Coaches mentors and develops staff by identifying professional development opportunities and addressing performance gaps.
• Addresses employee performance and conduct issues and recommends appropriate correction or disciplinary actions in accordance with established policies and procedures.

Recruitment and Personnel Management

• Manages recruitment selection hiring and onboarding activities to support staffing and operational needs.
• Provides recommendations regarding transfers promotions salary actions and terminations.
• Assess current and anticipated staffing needs and provides input on staffing and budget requirements.

25%

Yes

Financial Operations & Transaction Oversight: Participates in the development and monitoring of policies and procedures for financial data management.

• Oversees procurement processing reimbursements purchasing approvals payment requests financial reconciliations ledger verification fiscal close activities recharge administration and operational transaction workflows.
• Oversees BearBuy procurement activities MyExpense reimbursement workflows journal approvals meeting and entertainment approvals and operational finance transaction processing.
• Ensures financial transactions are accurate timely compliant and properly documented.
• Oversees operational quality control activities and transaction review processes to ensure adherence to University policy and internal controls.
• May supervise the maintenance of one or more accounting / financial systems.

20%

Yes

Internal Controls & Compliance Oversight: Ensures that the appropriate internal controls are addressed maintained and strengthened to protect University resources.

• Develops implements and maintains operational finance controls and compliance procedures to protect University resources.
• Oversees SAS-115 controls ledger reconciliation schedules operational audit readiness compliance monitoring and risk mitigation activities.
• Ensures adherence to procurement policy reimbursement policy financial stewardship practices and operational finance procedures.
• Maintains operational documentation reconciliation schedules and audit support materials.
• Meets all government reporting and auditing requirements for related financial activities.
• Ensures the accuracy control and reporting of financial data.
• Ensures adherence to cash and payment handling policies and procedures.

10%

Yes

Operational Process Improvement & Systems Administration

• Develops and implements workflow improvements transaction standardization efforts and financial systems procedures to improve efficiency consistency and customer service.
• m departmental subject matter expert for procurement systems reimbursement systems operational finance tools and access administration processes.

• Oversees development of operational training resources process documentation and workflow redesign initiatives.

5%

Yes

Stakeholder Support & Operational Guidance

• Provides guidance and training to faculty managers analysts and administrative staff regarding procurement requirements reimbursement procedures purchasing compliance and operational finance policies.
• Leads cross-functional coordination with School of Medicine leadership Supply Chain Management Controllers Office and UCSF operational partners regarding operational finance activities and compliance matters.
• Interacts with all levels of the unit and with peer level supervisors in other parts of the organization.

100%