Job Description

Overview

Chief Administrative Officer (CAO) Temporary Employment

Department: Department of Preventive and Restorative Dental Sciences (PRDS)

Temporary Employment

Job Code: 000547 ADMIN MGR 1

Duration through April 30, 2026. Would include optional medical benefits, holiday pay and sick leave accrual.

Job Summary

The Chief Administrative Office (CAO) of PRDS serves in an advisory capacity to the Chair\'s leadership team, the faculty and members of the department. The CAO oversees all facets of administrative operations and ensures compliance with University and other applicable policies and regulations. The CAO establishes and implements effective management systems to meet University and Department goals and serves as a liaison between the Department, other departments, University offices and services, and external partners.

The CAO establishes and maintains timely reporting mechanisms for the Chair and the Department regarding fiscal, personnel, and other critical management areas. The CAO also serves on department and university advisory committees.

Key Responsibilities

Manages, plans and administers all administrative operations of a school, OR a medium to large academic department, OR several small departments within a college, or a medium to large non-academic department:

• Oversees all facets of the administrative operations and assures compliance with University and other applicable policies and regulations.
• 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 departments and university advisory committees.
• Administrative services typically include IT, facilities, student services, laboratories, contracts and grants, budgetary financial management, recharge administration and/or human resources.

Administrative services typically include all or most of the following functions: IT, facilities, student services, laboratories, contracts and grants, budgetary financial management, recharge administration and / or human resources:

• Manage all aspects of risk management, including evaluation, implementation and strengthening of internal controls and audit systems for financial management. Regular examination of policies and procedures to improve and refine effectiveness.
• Oversee administration and the tracking procedures for residency program finances. Provide and oversee administrative and financial support for educational programs, conferences, and retreats.
• Oversee the recharge operations with external contracts that are national and international in scope; monitor revenue recognition.
• Assess staffing needs, estimate supply and equipment acquisition and maintenance costs, and survey users.
• Provide a financial analysis of endowment funds supporting PRDS.

May oversee administrative functions for complex operations such as clinical laboratories or patient care facilities, typically to include significant budgetary accountability:

• Maintains a service orientation focused on excellence in administrative support, purchasing, grant administration, and responsiveness to those we serve.
• Ensures teaching program support for course directors and faculty involved in teaching.
• Ensures 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 enhance research activities with minimal cost to the community.
• Manages and projects endowment funds to determine faculty recruitment schedule.
• Prepares short and long range planning for administrative services operations and improvements to processes. Establishes and recommends changes to policies affecting the assigned unit(s).

Prepares short and long range planning for administrative services operations and improvements to processes. Establishes and recommends change to policies which affect the assigned unit(s):

• Develops and maintains systems that ensure compliance with University and departmental policies. Serves in an advisory capacity to the Chair and faculty.

Represents the department on business affairs to the institution community:

• Serve on school and campus committees to represent the interests of the departments and ensure optimal management.
• The CAO serves as the point person between RMS, HR Shared Services, and the department, facilitating communication and problem solving between the department and central offices.

Manages systems and procedures to protect departmental assets:

• Oversee departmental facilities and ensure Environmental Health and Safety standards are maintained.
• Oversee all capital projects, space and equipment for laboratories, teaching, and administrative assets.
• Ensure equipment and space inventories are reconciled and maintained regularly.
• Develop and implement periodic space review procedures.

Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning:

• Oversee the preparation and management of grant and contract proposals, with diverse funding sources and agencies.
• Develop and prepare budgets and financial reports for grants, general appropriations, endowments and other funds; manage funds and ensure internal controls and timely fiscal close.
• Oversee post-award grant administration to ensure compliance with policies; coordinate corrective actions to balance accounts; review purchasing and accounting systems for efficiency.

The CAO reports to the department chair and the School of Dentistry assistant dean of finance. The CAO works collaboratively with the School of Dentistry director of finance to oversee financial management and ensure consistency with school priorities and policies. The CAO provides monthly updates on financial strategy, revenue reporting, budgeting and related issues. The CAO may support or represent other departments or the School as needed.

The CAO\'s financial team will join school meetings and training with the director of finance monthly.

Budgets and Financial Oversight:

• Develop and oversee annual budgets for departmental operating accounts, ensuring expenditures remain within budgeted amounts. Monitor and approve monthly spending.
• Provide and develop financial analyses, including short and long-range forecasting of revenue and expenses, variances, cash flow, feasibility and cost allocation. Administer departmental faculty tax plans. Oversee Funds Flow model and related expenditures. Ensure internal controls and timely close of accounts. Oversee post-award grant administration and corrective actions as needed. Periodically review purchasing and accounting systems for efficiency.

The final salary and offer components are subject to additional approvals based on UC policy. To view the salary range for this position, please visit the TCS Non-Academic Titles Search. Please note: an offer will consider candidate experience and current UCSF salaries. For roles covered by a bargaining unit, specific rules apply regarding salary placement. To learn about UCSF benefits, please visit UCNet Compensation and Benefits.

Department Description

The PRDS is the largest clinical, teaching and research department within the School of Dentistry, with five divisions and over 300 faculty and 38 staff. The School of Dentistry mission is to advance health through patient care, education and discovery. Values include Leadership, Excellence, Accountability, Diversity, Engagement, Respect, Social responsibility, Honesty, Innovation, and Partnership.

Required Qualifications

• 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; five years\' experience hiring and managing high-performing employees.
• Broad knowledge of organizational processes, budget, account and fund management and/or personnel management under labor contracts and policies.
• Broad knowledge of financial analysis and reporting techniques; HR and risk management planning; accounting and payroll.
• Strong verbal and written communication skills; ability to influence and persuade all levels of staff.
• Organization and customer service skills to manage multiple priorities; ability to organize department work functions efficiently.
• Broad knowledge of common organization-specific and other computer programs.
• Ability to work collaboratively with other locations; ability to evaluate complex issues and identify options for resolution.
• Demonstrated management and conflict resolution skills; leadership experience managing large teams of researchers, technical staff, and administrative personnel.
• Critical thinking with teamwork and judgment in prioritization; tact and diplomacy in planning and decision making.
• Effective communication with diverse personalities and groups.

Preferred Qualifications <

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