Administrative Supervisor II

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Oct 19, 2026 Oct 20, 2026

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UC San Francisco (UCSF) Administrative Supervisor II

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Job Function Summary:

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

Generic Scope

Provides direct supervision typically to professionals or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives.

Custom Scope

The Assistant Division Manager (ADM) plays a critical role in overseeing the administrative, operational, and financial functions of the Division of Infectious Diseases. 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 II and one full-time Education Program Manager, within the core administrative team and provides additional oversight and management to the rest of the Admin Core Team in targeted areas as additional support to the Division Manager (DM), and during times when the DM 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 and Non-ACGME Infectious Diseases 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 34 faculty, 37 staff, 2 MSP Physicians, 19ACGME/ Non-ACGME Fellows, and 8 Volunteer Clinical Professors in the Division, roughly 120 total personnel with ID 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 Manger, 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 ID practice, which totals approximately 60 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 Infectious Diseases Inpatient clinical schedule and assist with the fellowship 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.

Department Overview (please write a brief description of your department/unit that you would like to be

included in the job posting/advertisement)

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 (Parnassus Heights site) and also directs the Vice Chairs/Chiefs at the SFVAHCS and ZSFG. The Division of Infectious Diseases consists of 120 faculty, fellows, and staff whose work is grounded in deep commitment the highest standards of clinical care and teaching, as well as, research leading to new approaches to the prevention, diagnosis, and treatment of infectious diseases. The Division of Infectious Diseases employs and trains leaders in academic, superb clinical researcher scientists and basic scientists, and outstanding clinicians. Our faculty are leading experts in adult infectious diseases.

The Division has financial and administrative relationships with the Department of Medicine and UCSF Health, and runs 6 clinical services in the inpatient setting and four clinics in the 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) and the San Francisco Veterans Affairs Medical Center (SFVAMC).. We also have Professional Agreement Services, such as the San Francisco Campus for Jewish Living, Life Center Northwest and Donor Network West.

% of time	Essential Function (Yes/No)	Key Responsibilities (To be completed by Supervisor)
50%	Yes	Supervises the work of a department with responsibility for quality and quantity of work. Directly supervise 2.0 FTE AO3 and HPE3CX. Oversees the rest of the ID core administrative team (minimum of 5.0 FTEs). Supervise the AO3’s responsibilities, ensuring effective execution of executive support, internal and external communications, scheduling, event coordination, onboarding logistics, procurement and reimbursement processes, recruitment and general office operations to support the Division of Infectious Disease’s clinical, academic, and administrative function. Oversee fellowship program administration through supervision of HPE3, supporting compliance, operations, and quality of the ACGME-accredited program and Non-ACGME pay plans. Provide exemplary support and assistance to faculty through subordinate personnel, academic analysts. Ensure successful academic search process, search waivers, and search report close-outs through management of the Recruitment Analyst. Provide direction and oversight to the Credentialing and Privileging Analyst for the credentialing and privileges of faculty clinicians, MSPs, VCPs, advanced practice providers (APPs), and learners. Approve and Assign HR Actions through Oracle and/or UCPath tickets, as appropriate. Direct the completion of annual faculty and fellows Balance Sheets (pay plans) during the annual budget process. Proactively identify issues that could lead to overdraft and non-compliance, advising on appropriate fiscal procedures. Ensure timely review of GL verification and Award Verification. Oversee subordinate personnel on quarterly physician time study reports.
5%	Yes	Participates in the development and monitoring of policies and procedures for departmental operations Direct, advise, and manage staff to ensure Divisional and office operations/functions are performed in accordance with the Department/School of Medicine/UCSF/UC policies, guidelines, laws, regulations, and practices. Interpret, implement, and develop policies with the direction of the Division Manager, such as jeopardy, outpatient ID prolonged leave absence. Provide information and advice to the Division Manager when there are issues related to the administrative support for the Division. Work with the Division Manager on Division/Department on various projects as needed. May represent the DM and Division to the internal/external community. Assist with academic staff supervision during the DM’s absence. Attend faculty meetings as needed when DM is out of office. Stay up-to-date on policies and procedures, attend trainings to stay informed. Prepare short and long-range planning for administrative operations. Administer Monthly outpatient z-payments, yearly outpatient productivity z-payments, and yearly inpatient z-payments.
20%	Yes	Recommends hiring of new employees, transfer, promotions, salary actions, terminations, performance management, and budget recommendations. Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function. Oversee all aspects of personnel affairs for faculty, learners, and staff. Ensure compliance with DOM/SOM/University and government policies and procedures. Strategize with Division Manager and Chief, and other Division/Department/HR partners to resolve issues quickly and effectively. Serve as a resource for HR liaison for the Division and Department for issues related to recruitment, new hires, terminations/separations, transfers/leaves, promotions, salary setting/equity reviews, classification/re-classification, time reporting, payroll, layoff/reduction in effort, performance management, development/training, advancements (merit/promotions), and labor and employee relations issues. Provide guidance and suggestions to hiring managers/supervisors for writing job descriptions/effort reporting system (JD/ERF), posting job positions, reviewing resumes, and scheduling and interviewing candidates. Draft offer/appointment/re-appointment letters by applying knowledge of Division and DOM/SOM/University principles and practices to make recommendations to ensure that language in all personnel files is in compliance with policies. Oversee preparation, completion, and processing of onboarding staff and faculty appointments layoff/separation/termination process Family and Medical Leaves, child-bearing/child-rearing leaves, disability/worker’s compensation claims, and various other types of leave, such as sabbatical requests. Oversee and monitor leave accruals and HR Umbrella personnel files and related databases on behalf of the Division. faculty appointments, re-appointments, advancements, change in series, accelerations, terminations/separations, recall appointments, leaves, and emeritus status requests. Manage all (MyTime) timesheets and timesheet groups, serving as controller of the process and provide approvals for PI’s when out of town or when unable to manage timecards. Assist the Division Manager and Chief with salary scale calculation and implementation. Process Oracle and UCPath (and other systems as applicable) tickets. Produce reports from various systems databases. Independently conduct performance evaluations (PE) for supervised team members. Provide guidance to other managers/supervisors regarding the PE process. Assist in the overall assessment of the annual PE process. Handle inter-campus appointments and one-time payments. Handle petty cash for the division. Strategize in resolving labor and employee relations issues quickly and effectively. Ensure all faculty, learners, and staff are abiding by and completing all assigned mandatory training and certifications per their role and job function. Support professional development of all staff members in the Division. Facilitate interaction and growth among staff, resulting in a stronger, more collaborative environment. Act as a mentor for junior staff looking for guidance in career development and growth.
20%	Yes	Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function Participate in the creation, maintenance, and reporting of financial reconciliation procedures, directing staff to complete and resolve issues as needed. Resolve financial/post-award research issues that could lead to overdraft and perform fiscal procedures. Provide ongoing review of overall and detailed fiscal status, using actuals and forecasting models. Upon review with DM, authorize requests for funding changes and reports on financial problems with possible options and solutions, recommending corrective action to DM and Chief. Assist DM with the generation of monthly clinical productivity reports, including individual provider dashboards. Prepare, analyze, and distribute reports to the appropriate parties, including, but not limited to, the Chief, Service Chief, Unit Medical Directors, education leaders, faculty, DM, and Administrative Director. Address any questions/issues regarding targets and productivity. Participate in the annual fiscal budget and clinical incentive process. Make recommendations on fiscal budget planning. Prepare and manage the annual Balance Sheets (pay plans) template, with the updated personnel information and divisional financial support information, appropriate formulas and links. This responsibility includes updating the Division’s annual salary scale, reconciling any changes associated with UCOP adjustments and ensuring that faculty payroll is budgeted and updated appropriately. Oversee financial performance for Division overall. Review and monitor the Division accounts to ensure that the charges closely matches with the targeted budget plan. Identify potential funding gaps. Independently assess division fiscal solvency by performing random audits. Be a resource and/or point person for Division personnel for both internal and external financial audits. Generate ad-hoc reports for the DM, Chief, and other divisional leadership, utilizing UCSF systems (e.g. MyReports, Financial Management Dashboard, DOMBO/PRISM, Tableau, etc.) Prepare, review, and/or approve financial transactions for the Division, including those in Bearbuy, MyExpense, PeopleSoft, UCPath, etc. Aid in the enforcement of SOM exceptional expenditure guidelines and educate staff and faculty on the nature of these guidelines. Support team members, as needed, in the management of agreements and contracts (e.g. Professional Service Agreements). Submit San Francisco Campus for Jewish Living billing data to UCSF coders. Manage door access and annual space inventory (Archibus).
5%	Yes	Other Duties as Assigned Independently develop the Infectious Diseases Service clinical schedule and oversee the jeopardy schedule and tracking, including processing moonlighting payments. In charge of planning and execution of division events, gallup survey, and interviews,
		Participates in the creation, maintenance and reporting of operational and budget processes, academic and / or staff FTE, finance, human resources and space planning

Knowledge, Skills and Abilities	Req./Pref.
Minimum 5+ years directly relevant experience required.	Req
Minimum 3+ years lead/supervisor/manager experience required.	Req
Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, accountand fund management and/or personnel management within labor contract(s) and personnel policy.	Req.
Solid knowledge of common organization-specific andother computer application programs.	Req.
Solid interpersonal skills including verbaland written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.	Req.
Solid skillsto quickly evaluate complex issues andidentify resolutions.	Req.
Solid organizational and customer service skills to effectively manage multiple priorities.	Req.
Solid knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.	Req.
Demonstrated skillsin employee supervision and HR administration.	Req.
Interpersonal skills to effectively motivate others.	Req.
Demonstrated commitment to projects and strong initiative.	Req.
Ability to summarize data in clearand concise language, ability to createtables and graphical representations of data.	Req.
Advanced proficiency with Microsoft OfficeSuite, including Excel,PowerPoint, Teams, and Word.	Req.
Prior experience withUCSF HR policies and procedures	Pref.
Prior experience withUCSF financial policies and procedures.	Pref.
Prior experience in academic and/orhealthcare environment.	Req.
Knowledge of UCSFsystems (e.g. Advance, AP Recruit, BearBuy, DOMBO, MyExpense, MyReport, PeopleConnect, PeopleSoft, PRISM, UCPath, etc.)	Pref.
Prior research administration experience.	Pref.
Thorough knowledge andunderstanding of internal control practices and their impacton protecting University resources.	Pref.

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Administrative Supervisor II

Skills

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