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Assistant Division Manager
Job Summary The Assistant Division Manager (ADM) plays a critical role in overseeing the administrative, operational, and financial functions of the Division of Palliative Medicine (DPM). Reporting to the Division Manager and working in close partnership with the Division Chief, the ADM ensures smooth day-to-day operations, supports faculty, staff, and trainees, and provides key leadership in financial management and post-award administration. This position directly supervises one full-time Administrative Officer 2 and one full-time Health Professions Education Specialist 3, within the core administrative team and provides additional oversight and management to the rest of the Central Team in targeted areas as additional support to the Division Manager, and during times when the Division Manager is out of the office. They act as "second in command" to the DM.
The ADM will provide leadership and oversight of the ACGME-accredited Hospice and Palliative Medicine Fellowship Program. In collaboration with fellowship program leadership, the ADM ensures operational efficiency, regulatory compliance, and alignment with accreditation and institutional requirements. This includes oversight of key processes such as fellow recruitment, onboarding, scheduling, budget and financial tracking, and continuous quality improvement initiatives. The ADM fosters a collaborative and professional working environment, supporting the educational mission of the Division and serving as a resource and advisor on matters related to graduate medical education administration.
For personnel activities, the ADM will direct and independently be responsible for all aspects of personnel affairs for approximately 26 faculty, 33 staff, 6 MSP Physicians, 7 ACGME Fellows, and 3 Volunteer Clinical Professors in the Division, roughly 175 total personnel with DPM as their HR home. This includes oversight on all issues related to personnel actions, but not limited to the following: recruitment, appointment, separation, advancement, performance evaluation, classification assignment, payroll and benefits problem resolution, Family and Medical Leave (FMLA), labor relations, and disability claims. The individual will serve as the lead resource, functioning as an advisor to the Division Manager, Division Chief, managers/supervisors, and faculty members on all personnel-related issues, exercising judgment, and determining appropriate action. The individual also oversees, through the Credentialing and Privileging Analyst, the Office of Medical Affairs and Governance privileges and credentialing for all faculty (paid and WOS) and fellows in the Division and affiliated providers in the DPM practice, which totals approximately 32 providers. This role requires strong interpersonal and relationship management skills.
With financial expertise and leadership, the ADM will independently conduct in-depth financial and management analysis to support the Division's strategic objectives. Working in conjunction with the Division Manager, the ADM monitors and reports on the overall financial performance of the division. They will generate monthly financial reports, productivity reports, annual Effort Funding Worksheets (balance sheets) for all faculty, and conduct periodic financial reviews to ensure oversight and management of 50+ divisional financial accounts (e.g. Pro-Fee, Faculty Discretionary, and Gift/Endowment Funds). The incumbent will administer all post-award financial management on grants and sponsored projects, overseeing the development and implementation of the division's annual budget. The ADM will oversee division purchasing, reimbursement, payments, and accounts receivable/payable policies and procedures. As appropriate, they will develop new reports and spreadsheet applications. They will also participate in the annual budget process and clinical incentives, exercising strong quantitative analytical skills and applying management-level judgment to form recommendations or basis for decisions. The ADM has expert knowledge of DOM/SOM/University finance systems and will help to assure compliance with UCSF accounting practices. They will be a resource for others in the Division and will assist in the implementation of Divisional guidelines and policies to ensure efficient processes.
The ADM will also independently develop the Palliative Care Service clinical schedule and oversee the jeopardy schedule, including processing jeopardy and moonlighting payments.
As a lead member of the Divisional management team, the ADM will collaborate with the DM to establish and implement policies and procedures for the office. The individual will be responsible for assisting the DM in the smooth operations of the unit, ensuring that division members' support is delivered through changes in administrative policy or structures, overseeing space inventory, and performing other duties as assigned. 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. The salary range for this position is $100,100 - $164,000 (Annual Rate). To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html Department Description The Department of Medicine (DOM) is the largest department in the School of Medicine (SOM) here at UCSF, with more than 600 full-time faculty. The mission of the Department includes research, teaching, patient care, and public service. The Department has a decentralized organizational structure across four locations (Mission Bay, Parnassus Heights, St. Mary's/Francis, San Francisco Veterans Affairs Health Care System, and the Zuckerberg San Francisco General) and approximately 38 divisions. UCSF DOM has consistently ranked among the top four departments of medicine in the country. Authority and accountability of the Department rest with the Department Chair (leads Parnassus Heights site) and also directs the Vice Chairs/Chiefs at the SFVAHCS and ZSFG.
The Division of Palliative Medicine is in the Department of Medicine. Palliative care is specialized medical care for people with serious illnesses. This type of care is focused on providing relief from the symptoms and stress of a serious illness, with the goal of improving the quality of life for both the patient and the family. Launched in 2018, the Division aims to make palliative care routine at UCSF Health so that every patient with a serious illness and their family have access to high-quality palliative care. The various palliative care programs at UCSF that now make up the Division have been nationally and internationally recognized as leaders in clinical innovation, education, research, and training.
The Division has financial and administrative relationships with the Department of Medicine and UCSF Health, and runs 5 clinical services in both inpatient and outpatient settings. While the Division's clinical services are primarily split between Parnassus, Mt Zion, and Mission Bay campuses, fellows have rotations at the Zuckerberg San Francisco General Hospital (ZSFG), the San Francisco Veterans Affairs Medical Center (SFVAMC), Kaiser Permanente East Bay, and By the Bay Health. We also have Professional Agreement Services, such as the San Francisco Campus for Jewish Living. Required Qualifications
- Bachelor's degree in related area and/or equivalent experience/training.
- Minimum 5+ years directly relevant experience required.
- Minimum 3+ years lead/supervisor/manager experience required.
- Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and/or personnel management within labor contract(s) and personnel policy.
- Solid knowledge of common organization-specific and other computer application programs
- Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.
- Solid skills to quickly evaluate complex issues and identify resolutions.
- Solid organizational and customer service skills to effectively manage multiple priorities.
- Solid knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.
- Demonstrated skills in employee supervision and HR administration.
- Interpersonal skills to effectively motivate others.
- Demonstrated commitment to projects and strong initiative.
- Ability to summarize data in clear and concise language, ability to create tables and graphical representations of data.
- Advanced proficiency with Microsoft Office Suite, including Excel, PowerPoint, Teams, and Word.
- Prior experience with UCSF HR policies and procedures
- Prior experience with UCSF financial policies and procedures.
- Prior experience in academic and/or healthcare environment.
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Preferred Qualifications
- Knowledge of UCSF systems (e.g. Advance, AP Recruit, BearBuy, DOMBO, MyExpense, MyReport, PeopleConnect, PeopleSoft, PRISM, UCPath, etc.)
- Prior research administration experience.
- Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
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 at diversity.ucsf.edu
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. Job Code and Payroll Title 007375 ADMIN SUPV 2 Job Category Administrative Support, Supervisory / Management Bargaining Unit 99 - Policy-Covered (No Bargaining Unit) Location San Francisco, CA Additional Shift Details Mon. - Fri. 7AM - 4PM |
University of California - San Francisco
Jul 23, 2025