Operations Manager, CRS

About the role

The Operations Manager will serve as the administrative manager for the Center for Reproductive Sciences (CRS) in the Department of Obstetrics, Gynecology, and Reproductive Sciences (Ob, Gyn, & RS), managing both office and laboratory spaces of the Center. This position reports to the Sr. Director of Administration overseeing the Parnassus site and the Associate Chair of Administration and Finance, with objectives and deadline-driven goals.

Responsibilities

• Manage daily operations and facilitate activities of the Center, including HR, compliance, space and facilities (wet lab sites and office), equipment management, purchasing, communications, and IT.
• Collaborate with the Research/Finance team on financial/accounting and research administration.
• Serve as Executive Assistant to the Director of the CRS, handling complex calendar appointments, meeting setups, medium to large-scale events, and international/domestic travel arrangements, as well as processing expense reimbursements.
• Manage end-to-end logistical operations for interdepartmental and UCSF-wide meetings, serving as the main point of contact, triaging and troubleshooting inquiries to ensure smooth experiences for attendees and facilitators.
• Collaborate with administrations of other departments and ORUs whose faculty are core or affiliate members of the Center.
• Organize multi-layered interviews for faculty recruitments.
• Facilitate logistics for Center meetings, retreats, and events.
• Draft and edit high-level correspondences as directed by leadership.
• Act as a central liaison for information related to the department for both ancillary departments and external organizations.
• Manage on-boarding and off-boarding logistics for faculty and staff hires, serving as the main point of contact for operational activities in CRS.
• Prioritize tasks in a fast-paced environment, analyze issues independently, and work with minimal supervision.
• Attend meetings, represent leadership as directed, synthesize meeting data, and create project timeline deliverables to ensure divisional projects are developed, implemented, and launched by deadlines.
• Perform other duties as assigned, including providing backup support as needed.

Requirements

• Bachelor's degree in a related area and 3 or more years of relevant experience, or an equivalent combination of experience/training.
• At least 1 year of experience working in a wet lab.
• Minimum 3+ years of directly relevant experience.
• Minimum 2+ years of project management experience and/or equivalent experience in logistics or coordination of large to small meetings/events or training.
• Strong interpersonal skills, including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling.
• Knowledge of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations.
• Proficiency in MS Office (Word, Excel, PowerPoint), Endnote, mail clients, scheduling software, WebEx, Zoom, Jabber, Adobe Acrobat, and Drupal.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of financial analysis and reporting techniques and/or human resources policies and procedures for staff and academic employees.
• Excellent organizational, attention to detail, and time management skills.
• Demonstrated ability to interact effectively with executives, faculty, staff, trainees, campus, and community representatives under pressure, remaining proactive, resourceful, professional, and efficient.
• Self-directed with strong initiative and flexibility to work independently as well as within a team.
• Ability to multi-task, prioritize, and organize under conflicting deadlines, making sound judgments.
• Demonstrated ability to function effectively under stress and prioritize work accurately and independently.
• Persistence with professionalism, patience, and grace under pressure while continuing to courteously request needed information.
• Experience with preparation of technical manuscripts, abstracts, protocols, consent forms, reports, applications, and CVs.

Preferred Qualifications

• Thorough knowledge of University rules, regulations, processes, protocols, and procedures for budget, accounting, fund management, and/or personnel management.
• Working knowledge of UC accounting and purchasing policies and procedures.
• Experience using UCSF software: MyAccess, Bearbuy, Advance, MyExpense.
• Knowledge of lab safety procedures, emergency preparedness planning, facilities management, and equipment inventory management.

About Us

The Department of Obstetrics, Gynecology and Reproductive Sciences (Ob, Gyn & RS) is a major academic department in the UCSF School of Medicine, engaged in clinical, research, and training activities across multiple campuses, including Parnassus, Mount Zion, Zuckerberg San Francisco General Hospital, and the Betty Irene Moore Women’s Hospital at Mission Bay. The department has an annual operating budget of $149 million and includes 134 full-time faculty, 117 other academic appointees, and 270 staff.

The mission of the department is to improve the lives and health of all women through excellence, innovation, and leadership in patient care, scientific discovery, education, advocacy, and diversity, equity, and inclusion.

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 UC campus dedicated exclusively to the health sciences, bringing together experts in nearly every area of health.