Administrative Operations Manager Jobs in California

Employment Duration: 4 months (w/ potential for extension)

Position Structure: Hybrid (fully on-site to start and then 2-3 days per week on-site)

Uses skills as a seasoned and experienced administrative operations professional to manage, plan, and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher-level administrative operations professional or manager. Performs short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

Under the general supervision of the CAO, the Administrative Program Manager provides project and program management support to the unit and its leaders. They will work closely with other departments and units across campus, as well as external organizations, and must use diplomacy and tact in these interactions. They will work closely with the unit to develop, implement, and review operational policies and procedures.

The incumbent will be responsible for managing CVRI's administrative programs and strategic initiatives, including meeting and event planning for high-level events such as the CVRI annual scientific retreat; planning and executing CVRI's communication strategy, including the website, newsletters, and general communications; providing support for CVRI's T32 training grant(s); supporting faculty recruitment; and providing administrative support to CVRI leadership, including process improvement on administrative processes and staffing and taking minutes at meetings.

The Administrative Program Manager must be able to prioritize in a fast-paced environment, independently analyze issues, work with minimal supervision, and be exceedingly well-organized and flexible. Since the incumbent will interact with a wide range of audiences, diplomacy and tact are essential, together with excellent verbal and written communication skills.

The primary mission of the Cardiovascular Research Institute (CVRI), the largest organized research unit on the San Francisco campus, is to promote fundamental and clinical research on the cardiovascular and pulmonary respiratory systems and to provide opportunities for postdoctoral training in these fields. With over 200 faculty, staff, and postdoctoral fellows, the CVRI supports faculty from a variety of departments, including Medicine, Biochemistry, Biophysics, Lab Medicine, Pediatrics, Anatomy, Anesthesia, Pharmaceutical Chemistry, Physiology, and Cellular and Molecular Pharmacology.

Key Responsibilities:

Administrative and Program Management

• Manage, plan, and administer a range of administrative operations and programs for CVRI to support the unit and its leaders. Administrative operations include budgetary financial management and human resources and may include IT, facilities, student services, and/or contracts and grants.
• Work closely with the CAO to set and implement policies, procedures, and systems and follow through with implementation.
• Liaise with other departments and units across campus to support CVRI's mission and achieve unit goals.
• Assist with reviewing CVRI's processes and procedures to identify opportunities for improvement.
• Assist with the design and maintenance of CVRI's website content.
• Draft newsletters and other communications to the public and CVRI constituents and colleagues.
• Support CVRI's T32 training grant(s) and education and training programs, including recruitment, reporting, grant renewal efforts, and program improvement projects.
• Coordinate and participate in a variety of human resources activities, including faculty and staff recruitment efforts, such as arranging travel, planning itineraries, and facilitating search committee meetings.
   

Event Planning and Meeting Support

• Administer facilities and space logistics and manage equipment needs.
• Plan and provide logistical support for high-profile CVRI events such as the Annual Retreat, holiday party, donor appreciation events, and institute-wide team-building events.
• Provide logistical support for day-to-day CVRI meetings such as the CVRI Executive Committee, faculty research meetings, trainee seminars, and staff meetings. Support includes scheduling meetings, preparing and distributing agendas, taking notes, and drafting and circulating meeting minutes.
   

Administrative Support

• Provide administrative support for CVRI leadership and assist the unit with other projects as assigned.

Required Qualifications

• Minimum five years of related experience.
• Interpersonal skills, including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling skills.
• Experience with event planning.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Proven skill in interacting with diverse populations.
• Demonstrated ability to handle difficult or volatile situations/individuals effectively.
• Proven liaison and/or negotiating skills.
• Intermediate proficiency in standard software applications, including Word, Excel, PowerPoint, and email applications.
   

Preferred Qualifications

• Bachelor's degree in a related area and/or equivalent experience/training.
• Knowledge of a variety of administrative operational activities, such as basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

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