ADMIN SUPV 2

Job Description

Job Function Summary

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

Generic Scope

Provides direct supervision typically to engineering professional or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives.

Custom Scope

Under the direction of the Biomedical Engineering Manager, Administrative Supervisor 2 coordinates and supervises the day-to-day work within the assigned areas of responibilities within the Biomedical Engineering Department to assure the following primary responsibilities (inventory management, preventative maintenance, and corrective maintenance, regulatory compliance) are carried out effectively and efficiently. The Supervisor plans, schedules, assigns work, monitors, and evaluates staff performance. The Supervisor assures medical equipment service needs are met as dictated by the ZSFG Biomedical Engineering Medical Equipment Management Plan (MEPM), patient care demands, departmental objectives, medical center strategic goals, and in compliance with all State and Federal regulatory agencies. To this end, the Supervisor will, as needed, assist in both scheduled and unscheduled service - to ensure compliance with department and regulatory compliance. The Administrative Supervisor 2 is also part of the ZSFG Biomedical team's on-call rotation.

Supervises technical staff responsible for using engineering techniques to maintain and repair medical equipment and assists in resolving complex technical issues. Plans, schedules and assigns the day to day work within a function to assure inventory, corrective, and scheduled maintenance services are completed effectively and efficiently.

Supervises administrative staff responsible for the daily operational and financial functions of the Biomedical Engineering Department. The ZSFG Biomedical Engineering Department operates within a dual-reporting structure supporting both the San Francisco Department of Public Health (DPH) and UCSF. The Biomedical Engineering Supervisor reports directly to the Biomedical Engineering Manager and provides administrative and operational support for a department consisting of seven Biomedical Equipment Technicians and one Analyst. Responsibilities include managing departmental purchasing, budget administration, financial reconciliation, regulatory reporting, asset management, inventory control, and administrative support to ensure the efficient operation of the Medical Equipment Management Program (MEMP). Coordinates departmental procurement activities by reviewing and approving purchasing requisitions, verifying General Ledger (GL) account allocations, reviewing and approving vendor invoices, completing financial ledgers, and ensuring compliance with UCSF, ZSFG, and City and County purchasing policies. Serves as the primary liaison with Supply Chain Management, Accounts Payable, Finance, vendors, and hospital leadership regarding purchasing, financial transactions, and equipment acquisitions. The Administrative Supervisor 2 independently conducts in-depth financial and management analysis to support Biomed's strategic objectives. S/he will generate monthly financial reports and conduct periodic financial reviews to ensure oversight and management of various financial accounts.

Prepares quarterly Medical Equipment Management Program (MEMP) reports for ECRI and maintains the Computerized Maintenance Management System (CMMS) to ensure accurate asset information, regulatory compliance, inventory records, maintenance documentation, and performance reporting. Develops monthly End-of-Life (EOL) medical equipment reports and assists department leadership with capital equipment planning, replacement strategies, and budget forecasting.

Reviews, prepares, and submits Asset Disposal Forms for approval by ZSFG leadership, responds to leadership inquiries regarding equipment disposition, and coordinates with Finance, Supply Chain, and clinical departments to ensure timely approvals, regulatory compliance, and accurate asset retirement documentation.

Department Overview

Biomedical Engineering Department manages the Medical Equipment Management Program (MEMP) for Zuckerberg San Francisco General Hospital (ZSFG). Key provisions of the MEMP include providing equipment & asset management, on-site biomedical technical support services to maintain and repair equipment for patient-care operations, biomedical systems integration, IT security for medical devices, and state & federal regulatory compliance. Sites include ZSFG inpatient and outpatient facilities, and the Behavioral Health Center. Current devices under management have an asset value of approximately $75 million.

Qualifications

Required Qualifications - Three (3) years of previous experience in a lead/supervisory role. - Demonstrates subject matter knowledge of biomedical engineering for a medical specialty including imaging equipment/systems, biomedical equipment management, medical device technology, preventive maintenance, troubleshooting, repair, and equipment safety. Ability to apply biomedical engineering principles in an acute care setting to ensure safe and effective medical device operations and compliance with applicable regulatory standards. - Solid knowledge of medical center, HR and UCSF-DPH policies and processes. Knowledge of relevant biomedical equipment safety regulations and performance standards. Ability to apply policy knowledge to identify compliance risks and regulatory issues. - Advanced knowledge of organization's clinical application programs to troubleshoot issues and recommend improvements in convenience and efficiency. - Demonstrates leadership skills in training and guiding employees on clinical engineering techniques. Motivates and inspires staff to improve services. - Demonstrates ability to prioritize effectively to meet deadlines in a complex, challenging environment. - Ability to organize assigned staff and unit operations in an efficient and effective manner. - Ability to develop and maintain cooperative working relationships with peers, senior management, clinical staff in functional area, vendors, and assigned staff. - Skills to evaluate issues and identify solutions within defined procedures and policies. Demonstrates ability to solve problems and suggest solutions through critical thinking process. - Verbal and written communication skills to explain technical clinical engineering concepts to non-technical audiences, actively listen, persuade, advise, and counsel. - Provides a positive role model of technical expertise, professionalism and excellent communication. - Technical knowledge and experience in all functional areas of the Clinical Engineering Department. - Knowledge of General Ledger reconciliation and financial management. - Ability to prepare executive financial reports and regulatory submissions. Preferred Qualifications - Knowledge of UCSF/ZSFG procurement and purchasing regulations. Required Education - Bachelor's degree in related area and minimum five years of experience/ or equivalent experience / training. Licenses None listed. Certifications None listed.