Job DescriptionJob Summary: The Administrative & Clinical Operations Officer, plans, and administers a range of administrative and clinical operational functions for the Division, applying professional concepts and organizational policies to support divisional leadership. The role coordinates provider lifecycle processes, including credentialing, onboarding, privileging, and compliance, and supports clinical operations such as scheduling, coverage planning, and compensation. The incumbent performs financial and procurement activities, facilities and space coordination, IT asset management, and human resources support functions, ensuring compliance with institutional and regulatory requirements. The position also assists with divisional communications and participates in projects of moderate scope, using analytical skills, sound judgment, and strong organizational abilities to support effective operations within a complex academic medical environment.
ResponsibilitiesAdministrative Operations- Performs recharge administration and oversees procurement activities, including review and submission of purchasing requests, vendor coordination, processing research study participant incentives, hold the procurement card (P-card), and reconciliation of the P-card and BearBuy transactions; resolves discrepancies in accordance with policy.
- Reviews and resolves financial issues, including liens and relocation reimbursements, ensuring compliance with institutional policies and timely corrective action.
- Administers IT, facilities, and space logistics and manages equipment needs; serves as primary liaison for IT, facilities, security, and space management, and oversees system updates and access coordination.
- Develops and implements procedures for supply inventory and equipment management; manages division IT asset and furniture inventory, including tracking, deployment, and lifecycle oversight.
- Leads planning and execution of divisional meetings, events, and scheduling logistics, supporting division-wide coordination and operational needs.
- Serves on committees, representing the division in administrative, operational, and facilities-related matters.
- Acts as safety coordinator and Emergency Action Plan (EAP) coordinator, maintaining emergency preparedness protocols and division-wide contact systems.
- Provides support for finance related responsibilities, including but not limited to, general ledger reconciliation, journal submission, budget reconciliation, and other financial transactions as needed.
Clinical Operations- Manages, plans and administers a range of administrative operations related to clinical operations, including provider credentialing, privileging, onboarding, and compliance for faculty, MSP physicians, NPs, moonlighters, fellows/trainees; ensures adherence to institutional and regulatory requirements and prevents delays in clinical start dates and billing eligibility.
- Leads provider onboarding, training, and ensuring completion of forms and documents related to credentialing, compliance, and payroll - ensuring compliance with UCSF and DPH requirements for orientation, occupational health, EMR/EPCS and building access, and ID badging.
- Oversees ongoing compliance requirements (OPPE), including re-credentialing, chart reviews, proctoring, licensure, and DEA standards; interprets policies and resolves complex issues with the Medical Staff Office, including appropriate use of temporary or emergency privileges.
- Administers and manages clinical scheduling, coverage, and compensation processes, including development and optimization of schedules, identification of coverage gaps, coordination of moonlighting activities, and validation of pay requests in alignment with clinical effort and divisional guidelines.
- Gathers, analyzes, prepares and summarizes clinical data, including EMR reporting, to identify billing discrepancies, monitor trends, and support corrective actions in coordination with leadership.
- Leads annual FTE reconciliation and supports appropriate distribution of compensation aligned with divisional guidelines.
- Lead the HR appointment process for staff physicians and moonlighters, volunteers, student interns, UCSF and DPH affiliates, and ZSFG observerships; serves as a back-up representative for HR related tasks.
Communications- Assists in the design and drafting of organizational website content; oversees content strategy and maintenance for division intranet and external websites, ensuring compliance with institutional standards and accessibility requirements.
- Drafts and manages newsletters and correspondence to organizational constituents, including development and distribution of weekly and quarterly communications aligned with divisional priorities.
- Designs and oversees distribution of division communications and engagement materials, including visual and multimedia content, ensuring alignment with branding and communication standards.
- Oversees telecommunications operations, including phone and pager systems and associated expense reconciliation, ensuring compliance with institutional policies.
Project Management- Leads and administers projects of moderate scope, including planning, execution, and evaluation, in alignment with divisional and organizational priorities.
- Works with division leadership to define project scope, goals, timelines, and deliverables; monitors performance, assesses risks, and implements mitigation strategies.
- Provides regular updates to stakeholders, summarizing progress, key milestones, risks, and outcomes.
Other duties as assignedQualificationsRequired Qualifications:- Bachelor's degree in related area and three or more years of related work experience; and / or equivalent experience / training
- Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
- Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
- 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.
- Solid knowledge of common University-specific computer application programs.
- 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.
Preferred Qualifications: - Strong knowledge of clinical operations, including provider scheduling, coverage models, billing workflows, and FTE allocation methodologies.
- Advanced knowledge of institutional policies and procedures related to provider onboarding, compliance, procurement, and financial management within an academic health system.
- Strong operational management skills, including the ability to manage multiple concurrent workflows, optimize processes, and ensure timely execution of high-volume activities.
- Ability to manage competing priorities, meet deadlines, and adapt to changing operational needs in a fast-paced environment.
- Strong organizational and time management skills, including both short- and long-term planning and prioritization.
- Working knowledge of enterprise systems and tools such as EMR reporting platforms, scheduling software (e.g., Lightning Bolt), procurement systems, and facilities management systems.
- Excellent written and verbal communication skills, including the ability to synthesize complex information and tailor messaging for diverse audiences.
- Prior experience and/or advanced proficiency in using AI technologies, preferably within an academic medical center or healthcare environment.
