Operations Manager, CRS

% 

of time

Key Responsibilities

(To be completed by Supervisor)

Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.

CRS Operations Management:

• Manages the day-to-day operations of the Center (which includes wet lab sites). Coordinates with centralized campus and department finance, research administration, HR, IT, space and facilities to ensure seamless support for the laboratories and groups within the Center.

• Facilitates the administrative requests and needs of the faculty, staff, trainees, and students that work in the Center.

• Manages/ensures operational costs are within budget parameters.

• End to end management of processing reimbursements/procurement activities and taking the lead when issues arise in the accounting audits to ensure the process is adhering to UCSF expense policies. 

• Understands roles and relationships in Department and with interactions in other Departments and Schools to delineate roles and triage. Establish priorities and ensure timely execution of deliverables.

• Act as a central liaison for information related to the divisions, both internally and externally, as needed. 

• Maintains the membership roster and e-mail distribution lists.

• Acts as emergency preparedness and safety coordinator. Ensures accurate and up to date emergency action plans for theCenter’s personnel and coordinate emergency drills, as needed

• May provide executive admin support for division members, as requested.
• Manage and act as delegate for MyTime application.
• Perform other duties as assigned.

Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, and / or contracts and grants.

CRS Space & Facilities Management:

• Manages both the laboratory (wet labs) and office space of the Center.

• Develops and implements procedures for supply inventory and to keep equipment in good working condition.

• Maintains inventory of laboratory equipment at both Parnassus and Mt. Zion wet lab spaces.

• Ensure equipment and supplies are processed and tracked per Capital Asset Management guidelines. Collaborates with the various labs to facilitate the purchase of any new equipment and removal of broken/old equipment.

• Serve as site administrator by managing any updates via the campus’ Archibus Space Management system and monitor space usage. Submits requests and works with Logistics to maintain and update shared lab space and offices. Acts as the key authorizer for the Center.

• Administers facilities and space logistics and manages equipment needs.

• Ensures laboratory compliance with Committee on Animal/Human Research and Biosafety and Radiation Committee protocols and assurances.

CRS Program Coordination and Division Representation: 

• Plans, facilitates, and executes CRS events, retreats, and workshops.
• Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents. Ensure that all communications work products mentioned above are in alignment with UCSF digital and editorial policies and UCSF brand identity standards as posted at identity.ucsf.edu.
• Analyze and recommend appropriate content to represent the Division, taking into consideration guidelines and policies related to media and website standards which are  in alignment with UCSF digital and editorial policies and brand identity standards.
• May serve as a liaison for any departmental specific initiatives that include systems such as Tool for Academic Onboarding (TAO) that require divisional information that correspond to Division website. 
• Performs studies for resource plans, including approaches, trends, sources and uses.
• Serves on various committees and represents the CRS at department manager meetings and department wide events; and acts as a central liaison for information related to the department for both ancillary departments and external organizations, as needed.
• Provides administrative support for training programs within the CRS, including NIH-T32, postdocs, students, volunteers.
• Determines the visa needs and requirements for the foreign status postdoctoral fellow and other staff. Collaborate with internal department HR team to determine and send reminders of deadlines for the submission of the applications. Assist in answering inquiries and completing the forms when needed.
• Coordinate onboarding and offboarding processes serving as the main point of contact for employees and faculty members.

Executive Assistant to the Director and Special Project Coordinator:

• Provides high-level executive support to Director of the CRS including managing calendars, resolving scheduling conflicts and handling confidential and sensitive information.
• Responsible for travel planning, expense reimbursements associated with travel, setting up POs, and any other related financial matters to support the CRS Director 
• Drafts, formats, and edits correspondence and reports.
• Create additional management tools such as Excel spreadsheets and PowerPoint presentations for audits and trainings.
• Organizes and facilitates faculty and other high profile recruitments for the Center.
• Oversees any special projects or activities as assigned by CRS or Department leadership.