Chief Administrative Officer (South San Francisco)

Job Summary

The Manager of the Department of Preventive and Restorative Dental Sciences (PRDS) serves as the Chief Administrative Officer (CAO), providing strategic and operational leadership in support of the Department’s mission. In close partnership with the Chair and leadership team, the CAO acts as a key advisor to faculty and staff, supporting a diverse community of over 300 faculty members (full‑time, part‑time, and volunteer) and 38 staff.

Job Description

This role is responsible for both short‑ and long‑range planning to advance departmental goals and optimize the use of resources. The CAO oversees all administrative operations, ensuring compliance with University policies, regulatory requirements, and best practices. They design and implement effective management systems that drive efficiency, accountability, and alignment with institutional priorities. The CAO serves as a central liaison between the Department and internal and external stakeholders, including other UCSF departments, University offices, and external partners. They also establish and maintain robust reporting structures to keep the Chair and Department informed on financial, personnel, and operational performance. Additionally, the CAO contributes to broader institutional initiatives by serving on departmental and University committees.

Responsibilities

• Leads short and long‑range planning to promote the goals of PRDS and maximize utilization of available resources.
• Oversees all facets of the administrative operations and assures compliance with University and other applicable policies and regulations.
• Ensures all employees are compliant with mandatory trainings, occupational health requirements and university or school reporting requirements. Takes appropriate action to follow procedures for non‑compliant employees.
• Establishes and implements effective and efficient management systems to ensure that University and Department goals are met.
• Serves as a liaison between members of the Department, other departments, University offices and services, as well as individuals and organizations outside UCSF.
• Establishes and maintains timely and appropriate reporting mechanisms for the Chair and the Departments at large regarding fiscal, personnel and other critical management areas.
• Serves on departmental and university advisory committees.
• Manages all aspects of risk management, including evaluation, implementation and strengthening of internal controls and audit systems for financial management.
• Oversees administration and tracking procedures for residency program finances. Provides and oversees administrative and financial support for educational programs, conferences, and retreats.
• Oversees the recharge operations, ensuring robust monitoring for recharge operations and processes for revenue recognition.
• Assesses staffing needs, estimates supply and equipment acquisition and maintenance costs, and surveys users.
• Provides a financial analysis of endowment funds supporting PRDS.
• Maintains and promotes a service orientation focused on excellence in the areas of administrative support, purchasing, grant administration and overall responsiveness to those we serve.
• Ensures communication from CAO and Chair to faculty, staff, colleagues and Dean’s Office is timely and the Department Chair resolves issues in real time.
• Assures that teaching program support is provided for course directors and faculty involved in teaching.
• Assures that appropriate personnel provide computer support to academic and staff employees.
• Fosters beneficial relationships with departments, supports professional growth and recognition for employees.
• Identifies partnerships that will enhance the research activities at minimal cost to the community.
• Manages and projects endowment funds to determine faculty recruitment schedule.
• Meets all internal deadlines.
• Initiates and facilitates planning processes to establish efficient operations and to meet short‑ and long‑term goals.
• Develops and maintains systems that ensure compliance with University and departmental policies.
• Participates in Executive Committee/Vice Chair meetings and serves in an advisory capacity to the Chair and faculty.
• Serves on school and campus committees to represent the interests of the department and ensure optimal management.
• Represents the department on business affairs to the institution community.
• Determines staffing patterns and needs.
• Acts as the point person between RMS, HR Shared Services, Academic Affairs and the department, facilitating communication, problem‑solving and providing feedback between the department and central offices.
• Prepares short- and long‑range planning for administrative services operations and improvements to processes.
• Oversees departmental facilities and ensures that Environmental Health and Safety standards are maintained.
• Oversees all capital projects, space and equipment for laboratories, teaching and administrative assets.
• Manages all renovations and relocations, ensuring that equipment and space inventories are reconciled and maintained regularly.
• Develops and implements periodic space review procedures and equipment maintenance schedules.
• Negotiates with the dean’s office, grantors and other internal and external constituents to achieve departmental objectives.
• Oversees the preparation and management of grant and contract proposals involving diverse funding sources and agencies.
• Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds.
• Reports to the School of Dentistry Dean’s Office assigned manager and the Asst Dean of Finance and Administration, working collaboratively with the department chair.
• Provides monthly updates on departmental financial strategy, revenue reporting, budgeting, compensation plans and other financial issues.
• Develops and oversees annual budgets for departmental operating accounts, assuring expenditures do not exceed budgeted amounts.
• Monitors and approves monthly spending to ensure compliance and appropriateness of expenditures.
• Provides and develops financial analysis including short- and long‑range forecasting, variances, cash flow, feasibility and cost allocation.
• Distributes monthly financial data to Division Chiefs and Research Faculty, covering productivity, visit/session, collections and attendance.
• Administers departmental faculty incentive plans and monitors the Pre‑doctoral Services Reimbursement Plan.
• Ensures appropriate internal controls are in place and fiscal close deadlines are met without loss of funds.
• Oversees post‑award grant administration to ensure award administration complies with University and agency policies.
• Coordinates effective and timely corrective actions to bring accounts into balance when necessary.
• Reviews purchasing and accounting systems periodically to ensure effectiveness and efficiency.

Qualifications

Required Qualifications:

• Minimum bachelor’s degree in Business Administration or related field and at least seven years of progressively responsible academic, financial management, and human resources management experience, or equivalent combination of education and experience, including five years of hiring and managing high‑performing employees.
• Minimum six years of directly related experience.
• Broad knowledge of the organization’s processes, protocols and procedures with a focus on budget, account and fund management and/or personnel management under labor contract(s) and personnel policy.
• Broad knowledge of financial analysis and reporting techniques; human resources and risk management planning; and/or accounting and payroll.
• Strong verbal and written communication skills; ability to influence and persuade at all staff levels.
• Strong organization and customer service skills; proven ability to manage multiple important priorities efficiently.
• Broad knowledge of common organization‑specific and other computer application programs.
• Collaborative work skills with other locations.
• Proven ability to evaluate complex issues and identify multiple options for resolution.
• Demonstrated management and conflict resolution skills to effectively lead and motivate others.
• Proven leadership ability and significant supervisory experience in managing a sizeable group of researchers, technical staff and administrative personnel.
• Critical thinking paired with strong teamwork skills and use of judgment in determining priorities.
• Ability to use tact and diplomacy in planning, problem‑solving and decision‑making.
• Effective communication with a wide variety of personalities and constituent groups.

Preferred Qualifications:

• Graduate degree in business or public administration, finance, organizational development, educational administration, or related field.
• Knowledge of UC policies, procedures and education systems.

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. UCSF highlights many achievements, including five Nobel laureates who have advanced the understanding of cancer, neurodegenerative d]]> <