Operations Manager

NeuSrg-Central Admin

Full Time

72155BR

Job Summary

The Weill Neurohub supports top-tier research and technology development among faculty and labs at UC Berkeley, UCSF and the University of Washington with the objective of speeding innovations in translational neuroscience with near-term transformational potential. It requires an experienced Operations Manager, reporting to its Executive Director, to provide high-level and comprehensive operational, financial, and administrative support to this multi-institutional initiative. The position will be administratively based in the Department of Neurological Surgery, one of the country’s leading centers for neurological care and research, but will involve responsibilities and activities that interface with a range of on-campus and inter-institutional colleagues and stakeholders.  

The incumbent will join a seasoned and collegial Weill Neurohub management team. Success in the role will require excellent interpersonal, organizational and communication skills, and a curiosity to understand and integrate the unique parameters that drive the success of philanthropically-supported research initiatives. The position offers an exciting opportunity to interface with world-class investigators, academic and university leadership, and high-impact funders to support the work of highly innovative, clinically-oriented neuroscience research teams.  

The Operations Manager will work under the direction of the Weill Neurohub academic leads (UCSF, UC Berkeley, University of Washington) and Executive Director (based within the UCSF Department of Neurological Surgery) to develop, track and prepare reports of internal budgeting and expenditures; to craft and manage high-quality internal and external administrative communications, including grants management communications, website messaging, and social media communications; and to schedule, organize and execute the logistical aspects of a range of onsite and virtual convenings. Occasional responsibilities may extend to supervision of student workers.  

The Operations Manager will serve as a critical colleague within the Weill Neurohub management team, participating in weekly meetings with the team (including academic and fundraising leaders of the collaboration), supporting the Executive Director in developing agendas and materials, and contributing to status and planning discussions relating to Weill Neurohub operations.  These meetings, led by the Executive Director, identify and set strategic directions for achieving the collaboration’s overall goals.

Convening

• The Operations Manager will have lead responsibility for logistical planning, scheduling, and operational execution of quarterly meetings of the collaboration’s Leadership Committee, including the executive heads of the three campuses (chancellors and president), the principal donor family, very senior outside volunteer members, and top faculty members.
• S/he will also manage logistical planning and execution of ad hoc onsite, virtual and hybrid programmatic convenings and executive meetings, working in partnership with the Executive Director to develop convening concepts and achieve smooth-running, high-value experiences and strategic event objectives. As needed, the Operations Manager will also support the scheduling and onsite execution of cross-team research convenings.
• The Operations Manager will manage purchasing, contracting and vendor relations, IT arrangements, and other third-party interactions in support of successful convenings.
• The Operations Manager will additionally spearhead organization of conference calls and small-group meetings involving Management Team members, and may assist with scheduling of meetings within and across funded research teams.

Finance Management

• The Operations Manager will maintain a real-time knowledge of the Neurohub’s budget and programming cycle, and establish seamless connections with business unit colleagues on all three campuses to ensure smooth and sound management of all operations and projects, including events, purchasing, contracting, and related services.
• S/he will also establish and maintain records of Weill Neurohub activity across all areas of operations to enable production of timely and effective reports of activity and impact.

Communications

• The Operations Manager will actively support top-quality communications with internal and external constituents.
• The incumbent will serve as the chief point of contact for current and prospective Neurohub-funded research teams, working closely with the Executive Director to manage communications related to requests for proposals, peer review, grant administration and other key tasks.
• S/he will manage listserv messaging and website content, and direct inquiries as needed across the Weill Neurohub management team.
• Working with the Executive Director, s/he will build and populate a monthly digest of opportunities and updates for all members of the community and create and manage a coordinated monthly seminar series for the full Weill Neurohub-eligible community across the three campuses and associated institutions.
• The Operations Manager will maintain a clear, high-quality, up-to-date website and (as needed) social media presence for the Weill Neurohub, liaising with campus IT contacts as needed.

The successful candidate will require proficiency with UCB and/or UCSF campus and UC policies and procedures, and the ability to flexibly apply those policies to realize Weill Neurohub’s communication, innovation and impact objectives.  They will be expected to quickly learn the counterpart policies and practices of the second UC campus and those of the University of Washington. The Operations Manager will have joint affiliation with both UCSF and UC Berkeley.

Department Description

The Weill Neurohub supports top-tier research and technology development among faculty and labs at UC Berkeley, UCSF and the University of Washington with the objective of speeding innovations in translational neuroscience with near-term transformational potential. It requires an experienced Operations Manager, reporting to its Executive Director, to provide high-level and comprehensive operational, financial, and administrative support to this multi-institutional initiative. The position will be administratively based in the Department of Neurological Surgery, one of the country’s leading centers for neurological care and research, but will involve responsibilities and activities that interface with a range of on-campus and inter-institutional colleagues and stakeholders.

Required Qualifications

• Bachelor’s degree in related area and / or equivalent experience / training
• Minimum 3+ years of related experience
• Seasoned operations management, including project risk assessment and mitigation skills; proactive problem-solving
• Strong skills in short-term planning, analysis, problem-solving, and customer service
• Polished professional interpersonal skills including seasoned verbal and written communication, warm and mature personal presence, active listening, and critical thinking
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines
• Ability to use discretion and maintain confidentiality

Preferred Qualifications

• Solid knowledge of common University-specific computer application programs
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees

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 San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Job Code and Payroll Title

007377 ADMIN OFCR 3

Job Category

Administrative Support, Professional (Non-Clinical)

Bargaining Unit

99 – Policy-Covered (No Bargaining Unit)

Location

Fully Onsite, Mission Bay (SF)

Additional Shift Details

M-F 8am-5pm