Chief of Staff

Job Function Summary:

Involves providing strategic guidance, advising and decision making on behalf of an executive, relative to strategic academic and resource planning, short and long-range policy development, communications and high level analyses of new program development. In addition to executive advising, may also manage an independent program and / or professional staff engaged in a range of administrative functions.

Under the direction of the Department Chair and the Associate Chair of Finance & Administration, the Executive Advisor Manager is a critical member of the Department of Surgery leadership team and a senior advisor to help the department determine, articulate, and execute the mission, vision and strategies of the organization. The Executive Advisor Manager works closely with the Chair, Vice Chairs and the Associate Chair of Finance & Administration, on change management, and in the development of initiatives in the operational and programmatic areas of the department; and plays a critical role in assisting all directors and managers in the supervision of over 230 staff. The Executive Advisor Manager also provides staff supervision, resource management and strategic planning, and advises senior management on matters concerning multiple functional areas, divisions and stakeholders to facilitate the development and implementation of long-term strategic decisions.

Department Overview:

The Department of Surgery at the University of California, San Francisco is one of the leading surgical departments in the world with a rich history of scientific, educational, and clinical advancements. Although our care is primarily dedicated to the people of the San Francisco Bay Area and throughout the state of California, our reputation draws patients nationally and internationally. We are one of the largest clinical services at UCSF, performing a high volume of procedures, many among the most complex and technically challenging, and for rare conditions seldom seen in community practices. This allows our surgeons to continually improve their skills, resulting in better outcomes for patients.

To better care for patients, we have six major San Francisco Bay Area hospitals: UCSF Medical Center at Parnassus, UCSF Medical Center at Mt. Zion, UCSF Medical Center at Mission Bay, Zuckerberg San Francisco General Hospital (ZSFG), San Francisco VA Medical Center (SFVAMC), and Highland Hospital, in Oakland through our UCSF East Bay Program. Both ZSFG and Highland are Level 1 Trauma Centers.

The Department of Surgery is comprised of eleven divisions with over 70 clinical, research and education programs. Our faculty are preeminent, nationally, and internationally, with many serving as officers of major surgical societies, specialty boards and NIH study sections. Faculty development is a high priority for the Department. Faculty are recruited based on clinical strengths, research potential, teaching interest and aptitude. Basic and clinical research is fundamental to our mission. NIH funding of departmental research has increased for most of the past decade garnering the second highest level of NIH funding among all departments of surgery nationwide. Funding from extramural sources (federal, industry, foundations, and gifts) has grown steadily.

%

of time

Essential Function (Yes/No )

Key Responsibilities

(To be completed by Supervisor)

25

Yes

Advises management on matters concerning issues, operations or plans impacting the department. Establishes and recommends organizational policy.

• Advise department senior management on matters concerning multiple divisions and campus/health system wide stakeholders to facilitate the development and implementation of long-term strategic decisions.
• Participates with Department of Surgery leadership team in short and long-term strategic planning with department and campus and health system-wide impact.
• Provides organization-wide influence on the identification and framing of systemic issues, and the formulation and advancement of approaches to address them.
• Drives and advises Chair and Associate Chair for Administration and Finance on strategic change issues and plans.
• Monitors and/or implements legal or policy compliance measures
• Oversees and conducts as necessary human resource strategic planning and analysis and assesses department and school-wide needs for administrative support and improving faculty and staff engagement.
• Plans, designs and implements programs and establish direction, policies and procedures for Department and its divisions.
• Develops and manages processes to streamline decision-making and communication
• In collaboration with Chair and the Associate Chair of Finance & Administration, recommends staff organizational structure to meet the ongoing needs of the department and its divisions and identifies opportunities to optimize workflows and improve operational efficiency.
• Handles highly complex and critical projects and leads projects of significance requiring facilitation and collaboration with representation across department and organizational functions.
• Provides a framework for policy and administrative change, develops strategies for change management to remove barriers to goal achievement.
• Prepare presentations and reports to communicate department strategic plans and implementation tactics

20

Yes

Represents senior managers with authority to make decisions on strategic task forces and long- and short-range strategic planning groups.

• Interacts with senior management on controversial situations, customer negotiations, or influencing and persuading other senior level managers across the Department, the School of Medicine and the Health System.
• In partnership with Chair and Associate Chair of Finance & Administration, oversees the Staff and Faculty Engagement and Climate Survey.
• Leads department's efforts in improving its engagement/climate including designing changes to the Department's operations and processes and implementing them through effective change management
• Plays a critical role in assisting all directors and managers in the supervision of over 230 staff
• Prepare briefing materials, presentations, and reports to aid in Chair's decision-making.
• Represent the Chair at meetings, events, and in communication when necessary.
• Represents the Chair on high-level task forces and long- and short-range strategic planning groups.
• Serves as a central hub for communication between the executive team and key stakeholders.
• Ensures transparency and alignment across divisions and programs.
• Builds and maintains relationships with internal teams, external partners, and stakeholders .

15

Yes

Supports senior managers with controversial situations, negotiations, or influencing and persuading others. Represents the department to the community.

• Works closely with other School of Medicine department leaders on issues of mutual concern to improve operations and efficiency and ensure compliance with administrative and financial policies.
• Functions as part of Department's Senior Leadership team.
• Supports Chair in negotiating and directing agreements with other research institutions and laboratories, community enterprises and contracts for facility usage and employment services.
• Supports Chair in partnering with other academic departments of surgery and the American College of Surgery in advancing the academic surgery missions of administration, research, teaching and patient care

25

Yes

Manages and has accountability for all functional, operational and budget operations for the Department of Surgery Chair's Office and East Bay Program.

• Partners with Vice Chair of Education to oversee all educational programs for student, residents and ACGME fellowships in the Department.
• Coordinates, strengthens and further develops broad educational programs in conjunction with the Medical Student Clerkship, Residency and Fellowship Directors and the Director of the Surgical Skills Lab.
• Manages the department's consolidated education budget, including oversight of UCSF Health's GME funds flow.
• Leads the development and execution of comprehensive digital communication strategies to enhance the Department of Surgery's web presence.
• Leads the development and directs all aspects for communications for activities associated with marketing, outreach, and internal and external communications for the Department, including department newsletters, newsletters to alumni, key email and social media announcements and the annual State of the Department.
• Manages the department's administrative and research space, including developing strategies and policies around space allocation in the department.
• Oversight of the department's East Bay Program at Highland Hospital and Alameda County, including oversight of the budget and contract negotiations.
• Oversite of the credentialing, risk management and medical staff privileging processes for the department's clinical faculty at UCSF and outside affiliate hospitals.

5

Yes

Prepares short and long range planning.

• Acts on the authority of the Chair and Associate Chair of Finance & Administration to oversee projects that typically require cross-functional collaboration and resource allocation.
• Collaborates with the Department's leadership team to develop and implement plans for the operational infrastructure of systems, processes, and personnel designed to accommodate the mission and objectives of the organization.

Assists with projects, development of team metrics, and process improvement and redesign.

5

Yes

Provides guidance and expertise to unit in developing techniques and processes .

• Spearheads training and development initiatives.
• Creates and recommends training and experiential opportunities that improve performance and professional growth among Department of Surgery staff.
• Provides direct support and coaching to directors, managers, and supervisors as they help their teams through transitions and serves as mentor to less-experienced managers and staff.
• Serve as a point of contact for Associate Chair's direct reports and managers on employee issues.
• Provides leadership and mentoring to subordinate staff.
• Instills strong management practices among subordinate managers.
• Partnering with Vice and Associate Chairs, Division Chiefs and Administrative Directors, ensures consistent interpretation and implementation of policies and procedures throughout the Department.

5

Yes

Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function .

• Manages and oversees direct reports
• Provides mentorship, guidance, and professional development opportunities to staff under supervision.
• Sets performance goals, conducts regular evaluations, and addresses performance concerns when needed.
• Fosters a collaborative and inclusive environment within supervised teams, ensuring alignment with organizational values and objectives.
• Participates in School-wide activities, events and morale buidling activites.
• Other duties as assigned.

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 a related field and/or equivalent combination of experience and training.
• Thorough knowledge of the organizational environment of academic health systems, higher education institutions, and large research universities to understand client priorities, issues, motivations, and constraints.
• Broad knowledge of organizational processes, protocols, and procedures.
• Proven leadership skills to establish departmental goals and motivate and influence others to achieve them.
• Demonstrated consulting, relationship-building, and strategic thinking skills.
• Proven ability to establish mission and goals at the organizational level and lead direct reports in developing aligned objectives.
• Demonstrated skills in strategy development, systems planning, and change management.
• Excellent critical thinking and problem-solving skills, with the ability to use logic and reasoning to identify strengths and weaknesses, evaluate alternatives, and develop effective solutions.

• Excellent interpersonal skills with the ability to lead, facilitate relationships, collaborate, persuade, and influence others; advanced negotiation skills.

Preferred Qualifications

• Advanced degree in a related field.
• Thorough knowledge of the legal constraints and opportunities affecting academic health systems and higher education institutions in California, including applicable federal programs and regulations.
• Knowledge of the School's faculty, research, clinical programs, and resources to effectively implement programmatic changes.

• Management experience in an academic clinical department and/or health system.

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 a related field and/or equivalent combination of experience and training.
• Thorough knowledge of the organizational environment of academic health systems, higher education institutions, and large research universities to understand client priorities, issues, motivations, and constraints.
• Broad knowledge of organizational processes, protocols, and procedures.
• Proven leadership skills to establish departmental goals and motivate and influence others to achieve them.
• Demonstrated consulting, relationship-building, and strategic thinking skills.
• Proven ability to establish mission and goals at the organizational level and lead direct reports in developing aligned objectives.
• Demonstrated skills in strategy development, systems planning, and change management.
• Excellent critical thinking and problem-solving skills, with the ability to use logic and reasoning to identify strengths and weaknesses, evaluate alternatives, and develop effective solutions.

• Excellent interpersonal skills with the ability to lead, facilitate relationships, collaborate, persuade, and influence others; advanced negotiation skills.

Preferred Qualifications

• Advanced degree in a related field.
• Thorough knowledge of the legal constraints and opportunities affecting academic health systems and higher education institutions in California, including applicable federal programs and regulations.
• Knowledge of the School's faculty, research, clinical programs, and resources to effectively implement programmatic changes.

• Management experience in an academic clinical department and/or health system.