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 position; may supervise support staff or 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. Erroneous decisions or failure to achieve goals result in additional costs, and serious delays in overall schedules. Under the general direction of the Director, Business Operations, the Business Operations Manager serves as a senior administrative leader responsible for complex operational management, strategic planning, policy development, and department‑wide administrative systems for Facilities Services (FS). The incumbent functions with a high degree of autonomy and is recognized as a technical leader in administrative operations. This role manages high‑impact programs including fleet administration, financial systems coordination, access management, contract and SOW development, and cross‑functional campus collaboration. The position advises senior leadership and represents Facilities Services on campus‑wide administrative initiatives. Salary Range: $113,628.96-$182,700.00 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 to achieve its goals in operating and maintaining the UCSF campus environment. Located in the Campus Life Services organization, FS is organized into 6 distinct units: (1) Building Operations, (2) Engineering Operations, (3) Facilities Projects, (4) Business Operations, (5) Engineering & Utilities, and (6) General Services. FS adheres to and supports campus‑wide P.R.I.D.E. values and the Principles of Community, and all FS leaders are expected to create a fair, equitable, safe, and supportive work environment where everyone can do their best work. FS leaders share accountability for the overall success of the operation and strive towards a high‑performance work environment. We value innovation, creative problem solving, and diligent follow‑through. Key Responsibilities Administrative Operations & Strategic Leadership – Leads and develops strategic plans and process improvements for administrative operations impacting the full department; develops agendas, facilitates meetings, and drives follow‑up for FS Leadership Team (FSLT), FS Management Team (FSMT), and FS Support Team (FSST); develops and maintains administrative policies and procedures, including the FS Administrative Policy Manual; advises senior leadership on operational risk, compliance, and process improvements; represents FS on campus‑wide administrative and planning initiatives. Fleet & Asset Management Program – Manages full lifecycle administration of a 30+ vehicle fleet across 8 campus locations. Oversees permits, maintenance, smog compliance, GPS tracking activation, EV tracking initiatives, and accident coordination with Risk Management. Revises and maintains the FS Vehicle Policy Manual. Develops staff accident response packets and standardized procedures. Manages vehicle purchasing, leasing, and vendor coordination. Develops Standard Work Procedure (SOP) for the vehicle program. Financial Systems & BearBuy Administration – Serves 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. Coordinates with Supply Chain Management (SCM) to establish new cost centers and buyer access. Develops tracking tools for cost center transitions and performs systematic PO review, reclassification, and bulk closures. Ensures compliance with University purchasing policies and internal controls. Contracts, SOW Development & Vendor Oversight – Develops Statements of Work (SOWs) for Business Operations and Office of the AVC. Coordinates vendor deliverables, performance expectations, and compliance requirements. Manages documentation and contract processing. Oversees vendors supporting strategic initiatives (e.g., benchmarking, consulting, communications support). Access Administration & Compliance Oversight – Serves as primary Access Administrator for all Facilities Services staff (400+ employees). Manages access provisioning, compliance monitoring, and audit readiness. Develops internal protocols for access governance and risk mitigation. Communications & Organizational Coordination – Develops communication strategies for major operational rollouts (e.g., Financial Systems transitions). Manages internal distribution lists and communication platforms. Develops executive‑level presentations and briefing materials. Coordinates cross‑campus initiatives and serves as administrative liaison across Finance, HR, SCM, and Campus Life Services. Provides guidance to support staff or small number of professional staff within or outside the scope of main business activities (e.g., student services, facilities, etc.). Applies advanced concepts to perform analysis to determine future resource allocations on projects. Represents the department on business issues to the institution community and serves on committees. Required Qualifications Bachelor's degree in related area and 5+ years of related work experience; and / or equivalent experience / training. Advanced knowledge of University rules and 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 and guidelines. 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 with 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 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. #J-18808-Ljbffr