Job Requisition Number: 23347. The School of Optometry encompasses a broad range of instruction, research, training, and clinical activity that includes three distinct academic degree programs: basic science and translational and clinical research activities, a rigorous health sciences education program based on patient care and clinical experience, a continuing education program, an Optometry & Health Sciences library, and development and implementation of international educational training programs. The mission of the School is executed by approximately 21 regular faculty FTEs, 5 emeriti faculty, 80 full- and part-time clinical faculty, 84 staff, 10 professional researchers, 272 professional degree students, 16 professional residents, 40 graduate students, and 25 visiting faculty and postdoctoral research scholars. Berkeley Optometry is the leading site for vision research in the U.S., receiving the most NIH support (currently a total commitment of $54.5 million in organized research). Optometry students rotate through a group of 40 clinical training sites at affiliated health services providers, many of which are VA medical centers. Teaching and research is also enhanced by the successful Digital Health Center, which partners with more than 60 community-based health clinics throughout California. The School of Optometry is the only major clinical patient-care academic program on the Berkeley campus. It operates clinics on campus at Minor Hall and at the Tang (student health) Center, serving about 85,000 patients per year.
The Sr. Assistant Dean & Chief Operating Officer oversees and has operational responsibility for the School?s business, budget and administrative functions. Additionally, the AD/COO has responsibility for overseeing, monitoring and providing controls for the School?s revenue operations: Optometry Clinics and Continuing Education Office. The position also works in strong collaboration with the Student Affairs, Development and Alumni Relations units for strategic planning purposes. This includes identifying and creating new sources of revenue generation. The AD/COO is responsible for identifying current and anticipated problems by developing solutions, recommending actions, and implementing decisions. The incumbent provides strategic level analysis, organizational implementation, and effective oversight and consultation for all aspects of the Optometry School and Clinics business and administrative services.
60% - Manages, plans and administers administrative operations or general operations of a school, OR college, OR a large interdisciplinary department within a school OR large or multiple-department, non-academic unit. Administrative services typically includes all or most of the following functions: IT, facilities, student services, contracts and grants, budgetary financial management, recharge administration and/or human resources. Makes decisions on administrative or operational matters and ensures achievement of operation's objectives (operational and budget processes, academic and/or staff FTE, finance, human resources, IT and space planning) that have department-wide impact. Interacts with higher-level management on controversial situations, customer negotiations, or influencing and persuading other. Formulates policies and guidelines to carry out the department's mission for faculty and students.Develops, modifies, and executes campus policies which affect immediate operation(s)
Budget and Financial Management: ?The ADA&F is responsible for development and monitoring of the School of Optometry budget of approximately $56 million (Federal, State, student fees, private gifts, and revenue generated income). The incumbent coordinates all aspects of the School?s budget planning and preparation including long-range planning and analysis of budgetary implications for academic and administrative programs, writing and submitting the annual budget submission to the EVCP in conjunction with the Dean. The position supervises the Optometry Budget Director. Serving as primary financial advisor to the Dean, the ADA&F has ultimate fiduciary responsibility for maintaining a sound financial environment. The ADA&F directs the activities of the School business office functions ensuring all accounting activities are timely and accurate, that clear financial information is available, and that University policies are appropriately implemented. Serves as the primary point-of-contact for service delivery issues with Campus Shared Services (CSS).
Academic Personnel: ?The ADA&F develops the Optometry plan for Faculty FTE management, faculty renewal, temporary academic budget, and management of faculty budget allocations. The position supervises the Academic Personnel Analyst. The incumbent assesses the impact of university academic policies for the School and integrates faculty recruitment plans into the School?s financial plan. The ADA&F oversees faculty hiring, prepares documentation for start-up funding, and provides guidance for new faculty transition into the School.
Human Resources: ?The ADA&F provides leadership in the area of Human Resources to all ten units of the School, encompassing approximately 90 permanent staff. The incumbent analyzes programmatic needs and proposed changes to campus policies to determine their impact and ensures new policies are implemented consistently and smoothly within the School.
Revenue Generating Units: ?The Chief Administrative Officer has administrative management responsibility for revenue generating units - Continuing Education Program and Optometry Clinics. Provides strategic planning guidance and expert advice in fiscal and other administrative functions to faculty directors.
External Affairs and Alumni Relations: ?The ADA&F works in partnership with the School?s development officer and staff in support of the School?s fund-raising efforts and supervises the Exec. Director of Development & Alumni Relations
30% - Maintains integrity of an organizational department through management and oversight of staff. Serves as key administrative officer for unit's functional programs, oversees analysis and policy development for issues and processes.
Management and Supervision: ?The ADA&F manages all of the School?s business and administrative functions: IT, facilities, student services, contracts and grants, budgetary financial management, recharge administration, and human resources. She/he makes decisions on administrative matters and ensures timely achievement of School objectives having school- and campus-wide impact.
?The ADA&F directly supervises the Administrative Services Office (ASO) Manager, Research Administrators, Human Resources Manager, Academic Personnel Manager, and the Facilities Manager. The incumbent serves as the primary liaison with CSS to ensure satisfactory CSS performance consistent with the Service Level Agreement. The incumbent has shared responsibility for the hiring, training, discipline and oversight of the Dean?s administrative staff, the Optometry Clinic, Continuing Education Office, Office of Student Advising, Vision Science Program, laboratory/research staff, and computing staff.
?The ADA&F develops, modifies, and executes policies, which affect the School?s operations. The incumbent formulates policies, practices, and guidelines to direct administrative functions in the general support of faculty, staff, and students. The ADA&F directs the following: 1) the work of grant administration services for the School; (2) the HR unit including recruitment, hiring, and merit process for all staff and academic personnel; (3) all aspects of the School?s finances and expenditures, directing the work of the ASO manager; (4) the payroll and leave accrual processes; (5) operations for purchasing related to contracts and grants, instruction and general school-wide purchasing; and (6) the facilities operation ensuring all issues regarding building operations, lab safety, telephone and communication infrastructure as they pertain to the buildings occupants (student, faculty, staff, patients, and general public) are addressed and in compliance with University, State and Federal regulations.
10% - May coordinate/oversee activities for other UC campus locations or external universities. ?Provides technical assistance and support (particularly to the Optometry Clinics) in developing and maintaining Affiliation Agreements (processed by the Berkeley Contracts Office) governing the 36+ off-campus externship sites to which O.D. students are assigned as part of their professional training curriculum. Examples include Alameda County Medical Center, Marin Community Clinics, UC Santa Cruz student health center, various Veterans Affairs sites and a network of 50+ community safety net clinics and county medical centers who are the clients of the School?s Digital Health service.Knowledge and Skills: ?7 years experience with progressive levels of management responsibility in an educational institution environment. ?Excellent ability to establish metrics for department and employee goals. ?Excellent project management skills, including the capability of managing capital projects. ?Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques. ?Thorough knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll. ?Excellent interpersonal skills to effectively lead, motivate and influence others and develop and maintain high standards of customer service. ?Thorough knowledge of common campus-specific and other computer application programs. ?Very strong ability to quickly evaluate complex issues and identify multiple options for resolution. ?Advanced skills in strategy development, systems planning and change management. ?Excellent leadership abilities to oversee multiple functions or departments through subordinate managers. ?Advanced knowledge of administrative management theory and ability to translate into practice. ?Skills in establishing and implementing customer service standards. ?Advanced knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll. ?Strong verbal and written communication skills. ?Client services oriented, has good listening, critical thinking and analytical skills. ?Ability to multi-task.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.