Sr. Dept. Research & Admin. Operations Manager - 139112

UCSD Health Sciences is a $1 billion dollar plus organization encompassing 16 academic departments (14 clinical, 2 basic sciences), 2 pre-academic/hospital departments, 2 professional schools (School of Medicine and Skaggs School of Pharmacy and Pharmaceutical Sciences), 2 hospitals, and various other programs and units all dedicated towards fulfilling the Health Sciences missions.The UCSD Department of Cellular and Molecular Medicine (CMM) is one of two basic science units in the School of Medicine where world-class researchers study fundamental cellular processes and pathways to transform biomedical research, using cutting-edge technologies spanning classical genetics and high-resolution imaging to high-throughput genomics, stem cells, gene editing, systems biology, and crystallography. Our >36 faculty and over 200 postdoctoral scholars, graduate students, and research staff work at the forefront of biology, spanning fields from basic biochemistry and genetics to genomics, systems biology, and stem cell biology. Faculty play a major role in medical and graduate student teaching and training, providing educational and programmatic offerings across multiple disciplines.The diverse mix of ages, backgrounds, and talents creates a robust work environment with challenging career opportunities and a commitment to continued growth. CMM actively recruits highly motivated, technologically advanced, and deeply engaged individuals ready to contribute to a dynamic research and educational environment.

Under general direction, the Senior Department Research & Administrative Operations Manager (SDRAOM) provides high-level administrative, operational, and research program management support to the Department Chair in the Department of Cellular and Molecular Medicine. This position uses advanced administrative concepts and organizational objectives to independently resolve complex issues and manage the full range of departmental operations. The SDRAOM manages, plans, administers, and coordinates the administrative and research operations of CMM, the scope of which is significantly complex in terms of budgetary scale, sponsored research portfolio, faculty and staff size, and strategic organizational priorities.

The SDRAOM reports directly to the Department Chair and exercises broad delegated authority to direct operations, implement policies, manage resources, and represent the Chair's office across a wide spectrum of internal and external stakeholders. This position plays a central leadership role in strategic planning, sponsored research administration, research team coordination, faculty communications, and implementation of departmental goals. The SDRAOM works with a high degree of autonomy, exercises independent judgment on complex and sensitive matters, and is accountable for outcomes that have significant consequences for departmental resources, faculty success, and operational effectiveness.

Key responsibilities include: overseeing the full administrative, financial, and human resource operations of the department; serving as a senior resource for pre- and post-award contracts and grants administration; coordinating faculty research teams and multi-institutional research consortia; writing and reviewing grant proposals, research progress reports, and other research-related documents; organizing and facilitating research progress and strategic planning meetings; managing the Chair's complex calendar and executive communications; drafting and editing departmental correspondence and website content; coordinating large-scale conferences and departmental events; and managing high-visibility faculty searches and provider enrollment processes. The SDRAOM formulates and implements business and management goals, policies, and procedures to advance the educational, research, and service missions of CMM and Health Sciences.

Uses advanced administrative concepts and organizational objectives to resolve highly complex issues. Regularly works on matters where analysis requires an in-depth evaluation of variable factors. Exercises judgment in selecting methods, techniques, and evaluation criteria for obtaining results. Erroneous decisions or failure to achieve goals result in additional costs and serious delays in overall schedules.

• Nine (9) years of relevant experience or a Bachelor's in a related area plus five (5) years of experience.

• Advanced knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

• Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Strong ability to effectively and professionally interact with diverse populations using tact, diplomacy, resourcefulness, good judgment, and persuasion, including faculty, staff, students, donors, and international and governmental contacts.

• Advanced 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.

• Advanced knowledge of common University-specific computer application programs.

• Ability to use discretion and maintain confidentiality. Maintain confidentiality in handling sensitive personnel, financial, and research-related matters.

• Advanced skills in short- and long-term strategic planning, analysis, problem-solving and customer service.

• Advanced knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

• Strong organizational, negotiation, and decision-making skills with expertise in clarifying, mediating, and resolving complex conflict situations. Ability to work effectively as part of a team, collaborate with colleagues, and establish and maintain cooperative working relationships at all levels of the organization.

• Advanced knowledge in preparing detailed proposal budgets in accordance with established costing principles. Skill in preparing balance and forecast statements and managing complex multi-source research budgets.

• Advanced knowledge of financial analysis and reporting for highly complex, multi-funded research programs. Experience developing reporting models for timely monitoring of income and expenditures, trend analysis, and forecasting.

• Demonstrated experience writing, editing, and reviewing grant proposals, research progress reports, administrative supplements, and other sponsored research documents. Ability to ensure compliance with sponsor requirements and University policies.

• Experience coordinating and facilitating research team meetings, tracking research milestones, and managing project timelines across multi-investigator and/or multi-institutional research programs and consortia.

• Advanced demonstrated supervisory skills. Ability to determine departmental needs, direct workflow, conduct performance evaluations, encourage employee development, and manage personnel in accordance with University policies and procedures.

• Thorough knowledge and ability to oversee research programs and contracts and grants activity for an academic department. Advanced knowledge of the policies and procedures of major external granting agencies, especially NIH and other federal sponsors.

• Extensive knowledge in applying management principles, practices, and techniques to administer a multi-disciplinary research department with multi-institutional consortium agreements.

• Advanced managerial skills including conceptual analysis, data gathering, decision making, and problem solving. Ability to determine faculty and departmental priorities and respond quickly to diverse situations.

• Proven ability to work in an environment with changing priorities and frequent interruptions. Ability to work independently, determine priorities, and be strongly self-motivated.

• Previous experience assisting with the design and drafting of organizational website content; drafting newsletters and correspondence to organizational constituents.

• Proven leadership skills with the ability to act independently and exercise sound judgment, with the acumen and sensitivity to identify those decisions and activities which require confidentiality and/or higher-level consultation.

• Proven skills at managing and completing a wide range of special projects with demonstrated project management expertise.

• Job offer is contingent upon satisfactory clearance based on Background Check results.
• Occasional evenings and weekends may be required.