Chief Administrative Officer

Job Summary: 

The Manager of the Department of Preventive and Restorative Dental Sciences (PRDS) serves as the Chief Administrative Officer (CAO), providing strategic and operational leadership in support of the Department’s mission. In close partnership with the Chair and leadership team, the CAO acts as a key advisor to faculty and staff, supporting a diverse community of over 300 faculty members (full-time, part-time, and volunteer) and 38 staff.

This role is responsible for both short- and long-range planning to advance departmental goals and optimize the use of resources. The CAO oversees all administrative operations, ensuring compliance with University policies, regulatory requirements, and best practices. They design and implement effective management systems that drive efficiency, accountability, and alignment with institutional priorities.

The CAO serves as a central liaison between the Department and internal and external stakeholders, including other UCSF departments, University offices, and external partners. They also establish and maintain robust reporting structures to keep the Chair and Department informed on financial, personnel, and operational performance.

Additionally, the CAO contributes to broader institutional initiatives by serving on departmental and University committees.

% 

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

25

Manages, plans and administers all administrative operations of a school, OR a medium to large academic department, OR several small departments within a college, or a medium to large non-academic department.

• Leads short and long- range planning to promote the goals of the Department of Preventive and Restorative Dental Sciences (PRDS) to maximize utilization of the available resources. 
• Oversees all facets of the administrative operations and assures compliance with University and other applicable policies and regulations.
• Ensures all employees are compliant with all mandatory trainings, occupational health requirements and university or school reporting requirements.  Takes appropriate action to follow procedures for non-compliant employees. 
• Establishes and implements effective and efficient management systems to ensure that University and Department goals are met. 
• Serves as a liaison between members of the Department, other departments, University offices and services, as well as individuals and organizations outside UCSF. 
• Establishes and maintains timely and appropriate reporting mechanisms for the Chair and the Departments at large, regarding fiscal, personnel and other critical management areas. 
• Serves on departments and university advisory committees.

10

Administrative services typically include all or most of the following functions: IT, facilities, student services, laboratories, contracts and grants, budgetary financial management, recharge administration and / or human resources.

• Manages all aspects of risk management, including evaluation, implementation and strengthening of internal controls and audit systems for financial management. Regular examination of policies and procedures to improve and refine effectiveness. 
• Oversees administration and the tracking procedures for residency program finances. Provides and oversees administrative and financial support for educational programs, including educational programs, conferences, and retreats. 
• Oversees the recharge operations. Significant complexity of recharge needs have increased the need for focused analysis of the recharge operations in the past year to include external user contracts that are both national and international in scope added a new level of monitoring for recharge operations and processes for revenue recognition.
• Assesses staffing needs, estimates supply and equipment acquisition and maintenance costs, and surveys users. 
• Provides a financial analysis of endowments funds supporting PRDS.

10

May oversee administrative functions for complex operations such as clinical laboratories or patient care facilities, typically to include significant budgetary accountability.

• Maintains and promotes a service orientation focused on excellence in the areas of administrative support, purchasing, grant administration, and overall responsiveness to those we serve. 
• Ensures communication from CAO and Chair to faculty, staff, colleagues and Dean’s Office is timely and Department Chair is resolving issues in real time.
• Assures that teaching program support is provided for course directors and faculty involved in teaching. 
• Assures that appropriate personnel provide computer support to academic and staff employees. 
• Fosters beneficial relationships with departments, supports professional growth and recognition for employees.
• Identifies partnerships that will enhance the research activities at minimal cost to the community. 
• Manages and project endowment funds to determine faculty recruitment schedule. 
• Meets all internal deadlines.

25

Prepares short and long range planning for administrative services operations and improvements to processes. Establishes and recommends change to policies which affect the assigned unit(s).

• Initiates and facilitates planning processes to establish efficient operations and to meet short- and long-term goals. 
• Develops and maintains systems that ensure compliance with University and departmental policies. 
• Participates in Executive Committee/ Vice Chair meetings and serves in an advisory capacity to the Chair and faculty. 

5

Represents the department on business affairs to the institution community.

• Serves on school and campus committees to represent the interests of the departments, and to ensure optimal management.
• Participates in Executive Committee meetings.
• Serves on campus committees to serve the department’s interests, and to ensure optimal management and fiscal systems are in place at the school and campus levels.
• Determines staffing patterns and needs.
• Serves as the point person between RMS, HR Shared Services, Academic Affairs, and the department.  This will require that the CAO effectively facilitate communication, problem solve as well as provide feedback between the department and the central offices.   

5

Manages systems and procedures to protect departmental assets.

• Prepares short and long-range planning for administrative services operations and improvements to processes. 
• Participates in preparing and implementing strategic and tactical plans for the growth and stability of the department.  
• Oversees departmental facilities and ensures that Environmental Health and Safety standards are maintained. 
• Oversees all capital projects, space and equipment for laboratories, teaching, and administrative assets. 
• Ensures that department representation is present for renovation projects and repair and other installation work conducted in departmental space. 
• Manages all renovations and relocations. 
• Ensures that equipment and space inventories are reconciled and maintained on a regular basis. 
• Develops and implement periodic space review procedures, equipment

20

Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning.

• Negotiates with the dean’s office, grantors, and other internal and external constituents to achieve departmental objectives.

Oversees the preparation and management of grant and contract proposals involving a diverse and / or wide variety of funding sources and agencies.

Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds. Fund appropriations are typically moderate in complexity.

The CAO reports to the School of Dentistry Dean’s Office assigned manager and the Asst Dean of Finance and Administration and works in collaboration with the department chair.   The decision-making responsibility lies within the department. Working collaboratively with the departments, the School of Dentistry manager and Asst Dean will oversee departments’ financial management to ensure compatibility with School priorities and objectives, and consistent application of policies, initiatives and standards, taking into account the most effective use of resources and University rules and working towards financial stability and long-term success.

The CAO will provide monthly updates to the assigned manager and Asst Dean on the development of the department financial strategy, revenue reporting, budgeting, HS compensation plans balances and any other financial issues. Additionally, the CAO may partially provide support or represent other departments or the school in their day-to-day finances or sit on committees when needed.

• Develops and oversees annual budgets for departmental operating accounts, assuring expenditures do not exceed budgeted amounts. Monitors and approves monthly spending to ensure compliance and appropriateness of expenditures. 
• Provides and develops financial analysis including short and long-range forecasting of revenue and expenses, variances, cash flow, feasibility, and cost allocation. 
• Ensures monthly financial data is distributed to Division Chiefs and Research Faculty.   For Division Chiefs, data includes productivity, visit/session, collections, and attendance.
• Administers departmental faculty incentive plans ensuring compliance with standard methodology and university policies on deficits. Monitors the Predoctoral Services Reimbursement Plan to maximize revenues for the department by encouraging productivity and charges appropriate expenditures. 
• Assures appropriate internal controls are in place and that fiscal close deadlines are met without loss of funds. 
• Oversees post-award grant administration to ensure award administration complies with University and agency policies. 
• Coordinates effective and timely corrective actions to bring accounts into balance when necessary. 
• Periodically reviews purchasing and accounting systems to ensure effective and efficient purchasing and reconciliation. 
• The CAO’s financial team may also join school meetings and training with the Asst Dean.

100%

Required Qualification: 

• Bachelor's degree in Business Administration or related field and at least seven years of progressively responsible academic, financial management, and human resources management experience or equivalent combination of education and experience and five years experience hiring and managing high-performing employees
• Minimum 6 Years of Directly related experience

• Broad knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and / or personnel management under labor contract(s) and personnel policy

• Broad knowledge of financial analysis and reporting techniques; human resources and risk management planning; and / or accounting and payroll

• Strong verbal and written communication skills; ability to influence / persuade all levels of staff

• Skills in organization and customer service to effectively manage multiple important priorities. Proven ability to organize department work functions in an efficient and effective manner

• Broad knowledge of common organization-specific and other computer application programs

• Skills to work collaboratively with other locations

• Proven skills to quickly evaluate complex issues and identify multiple options for resolution

• Demonstrated management and conflict resolution skills to effectively lead and motivate others

• Proven leadership ability and significant supervisory experience in managing a sizeable group of researchers, technical staff, administrative personnel, etc

• Critical thinking paired with strong skills in teamwork and use of judgment in determining priorities 

• Ability to use tact and diplomacy in planning, problem solving and decision making

   

• The ability to communicate effectively with a wide variety of personalities and constituent groups

Preferred Qualifications: 

• Graduate degree in business or public administration, finance, organizational development, educational administration, or related field 

• Knowledge of UC policies, procedures and education systems