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, Controller’s 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%