Job Description

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

The Chief Administrative Office (CAO) of the Department of Preventive and Restorative Dental Sciences (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 the administrative operations and assures compliance with University and other applicable policies and regulations. The CAO also establishes and implements effective and efficient management systems to ensure that the University and Department goals are met; and serves as a liaison between members of the Department, other departments, University offices and services, as well as individuals and organizations outside UCSF.

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

Key Responsibilities

• 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 all or most of the following functions: 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

• 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. Provides and oversees administrative and financial support for educational programs, including educational programs, conferences, and retreats.
• Oversee the recharge operations. Significant complexity of recharge needs have increased the need for focused analysis of the recharge operations in the past year to include external user contracts that are both national and international in scope added a new level of monitoring for recharge operations and processes for revenue recognition.
• Assess staffing needs, estimate supply and equipment acquisition and maintenance costs, and survey users.
• Provide a financial analysis of endowments 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 and promotes a service orientation focused on excellence in the areas of administrative support, purchasing, grant administration, and overall responsiveness to those we serve.
• 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.

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)

• Develop and maintain systems that ensure compliance with University and departmental policies. Serve 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 to ensure optimal management.
• The CAO will serve as the point person between RMS, HR Shared Services, and the department. This will require that the CAO effectively facilitate communication, problem solve as well as provide feedback between the department and the central offices.

Manages systems and procedures to protect departmental assets

• Oversee departmental facilities and ensure that Environmental Health and Safety standards are maintained.
• Responsible for oversight of all capital projects, space and equipment for laboratories, teaching, and administrative assets.
• Ensures that equipment and space inventories are reconciled and maintained on a regular basis.
• Develops and implement periodic space review procedures, equipment.

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

Oversees the preparation and management of grant and contract proposals involving a diverse and / or wide variety of funding sources and agencies.

Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds. Fund appropriations are typically moderate in complexity.

The CAO reports to the department chair and the School of Dentistry assistant dean of finance. The decision-making responsibility lies within the department. Working collaboratively with the departments, the School of Dentistry director of finance will oversee departments' financial management to ensure compatibility with School priorities and objectives, and consistent application of policies, initiatives and standards, taking into account the most effective use of resources and University rules and working towards financial stability and long-term success.

The CAO will provide monthly updates to the director of finance on the development of the department financial strategy, revenue reporting, budgeting, HS compensation plans balances and any other financial issues. Additionally, the CAO may partially provide support or represent other departments or the school in their day-to-day finances or sit on committees when needed.

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

• Develop and oversee annual budgets for departmental operating accounts, assuring expenditures do not exceed budgeted amounts. Monitor and approve monthly spending to ensure compliance and appropriateness of expenditures.
• Provide and develop financial analysis including short and long-range forecasting of revenue and expenses, variances, cash flow, feasibility, and cost allocation. Administer departmental faculty tax plans. Oversee the Funds Flow model and related management of expenditures for the department. Assure appropriate internal controls are in place and that fiscal close deadlines are met without loss of funds. Oversee post-award grant administration to ensure award administration complies with University and agency policies. Coordinate effective and timely corrective actions to bring accounts in balance when necessary. Periodically review purchasing and accounting systems to ensure effective and efficient purchasing and reconciliation.

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 (note the job code for reference).

Please note: an offer will take into consideration the experience of the final candidate and the current salary level of individuals working at UCSF in a similar role.

For roles covered by a bargaining unit agreement, specific rules apply regarding placement on the salary range.

To learn more about the benefits of working at UCSF, including total compensation, please visit UCNet Compensation and Benefits.

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