Chief Administrative Officer (CAO) - ADMIN MGR 2

This role oversees three separate and distinct Basic Science departments: the Department of Cell Biology & Human Anatomy, the Department of Biochemistry and Molecular Medicine, and the Department of Physiology & Membrane Biology.

The mission of the Departments is to conduct innovative research, engage in high-level service, and provide excellent educational opportunities and mentoring to students, postdoctoral fellows, and residents. Collaboration and fearless exploration of new ideas are crucial to achieving this mission. Education is provided at many levels, including highly-ranked classes. Departmental academic operations are conducted on both the Sacramento and Davis campuses and in research space on both campuses. Combined, the units had more than $19M in research awards and $16M in non-research expenditures in FY24.

The Chief Administrative Officer (CAO) provides confidential counsel to the Chairs and represents the Chairs and the Departments at campus and system-wide levels and external organizations. Management responsibilities include all phases of department operations, including resource planning and allocation, financial and procurement activities, facilities management, graduate affairs offices, extramural grants management, personnel management, and extensive collaboration with departments in which we maintain MOUs and joint faculty recruitments. Incumbent engages in extensive writing of reports, letters, MOUs, and other documents and serves as advisor/consultant to the Chairs on various issues, providing innovative and creative approaches to complex and unusual administrative and /or management problems. The CAO offers management on various financial matters, revenue, sponsored research grants and contracts, gift funds, and space and compliance issues. Provides marketing management and leadership on new and emerging opportunities through several core facilities. The position is responsible for the development and execution of departmental strategic plans, as well as for academic and financial growth.

The proposed reporting structure for this position is as follows: The Administrative Manager 3 will have a direct reporting line to the Vice Dean for Basic Sciences and the Executive Assistant Dean for Administration and Finance, with an indirect reporting line to the department Chairs. A key goal of this structure is to ensure that the Administrative Manager 3 is accountable for all operational, financial, and administrative functions-including budget management, human resources, facilities, and compliance-while aligning these responsibilities with broader institutional policies and objectives. This direct reporting relationship allows for centralized oversight of administrative operations, ensuring efficiency and consistency across departments.
Importantly, the indirect reporting line to the department Chairs reflects and supports the collaborative nature of the Administrative Manager 3's role in advancing academic priorities such as faculty recruitment, resource allocation, and department-specific initiatives. This structure is designed to reduce the administrative burden on Chairs, enabling them to focus on academic leadership, research, and faculty development, while maintaining input on critical departmental functions. This balance ensures that academic goals are met effectively while minimizing administrative workload, ultimately fostering a more efficient and mission-driven environment.

The position has direct and indirect authority over staff personnel and indirect authority (with Chair(s) having direct authority) over academic personnel. The departments include approximately 78 faculty, 44 staff members, 100-125 academic and technical staff (changes based on active grants), and 30-50 student employees (changes based on active grants).

The Department has Senate and Federation faculty members in varied disciplines and locations on the Davis and Sacramento campuses, including but not limited to (Sacramento) Cancer Center, Research 1 & 3, MIND Institute Wet Lab, and the Oak Park Research Building; (Davis) Dept. of Chemistry, Genome Center, and Tupper Hall. The responsibilities listed below are not exclusive; this position is expected to respond appropriately and timely to other duties that the Chair may assign.

Apply By Date

March 16, 2025 at 11:59p; Screening and selection can begin any time.

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Bachelor's Degree or equivalent education and experience.
• Experience with evidence-based change management techniques to lead the units through dynamic times.
• Extensive demonstrated experience of extramural fund sources and contract and grant administration and related compliance policies.
• Extensive demonstrated experience in development and management recharge rates and cost recovery reports.
• Extensive demonstrated experience with Academic Personnel process and procedures.
• Extensive demonstrated experience with accounts payable/receivable, and other contracting and procurement mythologies.
• Extensive demonstrated experience with Health System Contracts, OATS, Sponsored Programs, and other key approval departments that support revenue generating activity.
• Demonstrated experience recruiting, selecting, training, supervising, mentoring and coaching subordinates, team building, affirmative action, and collective bargaining.
• Extensive demonstrated leadership and management skills necessary to provide effectiveness in addressing issues related to the operation of a large, multi-site, complex academic department in an institution of higher education.
• Extensive demonstrated knowledge of operation practices to effectively supervise the department's operation. This includes pre/post award management, grant accounting, recharge accounting, purchasing, accounts payable/receivable, HR/labor relations, equipment inventory and compliance issues related to all of these.
• Demonstrated skills and knowledge of human resource management, principles, policies and procedures, and the ability to apply them effectively and ethically.
• Exceptional interpersonal and communication skills to interact with diverse groups and individuals clearly and effectively, secure and/or provide information to clarify situations, resolve problems and communicate policy decisions.
• Demonstrates strong analytical, problem-solving, project planning and implementation skills.
• Possesses strong consulting, relationship building, and strategic thinking skills.
• Demonstrates ability to learn quickly, reason, synthesize and generalize based on information obtained.
• Ability to focus on priorities, strategies, and vision.
• Ability to persuade through both logic and appeal to positive motivations.
• Ability to analyze highly sensitive and complex management issues; develop project scope and solutions; provide professional advice to administrators to make critical decisions and effective recommendations.
• Advanced interpersonal and oral communication skills to communicate in person effectively and professionally, in writing, and in presentation format to both internal and external constituencies and stakeholders.
• Skills and abilities to read, understand, interpret, communicate, and execute applicable School of Medicine, University, State, and Federal policies, procedures, and guidelines.
• Ability to handle highly sensitive and confidential issues that require independent judgment and strict discretion, and maintain strict confidentiality of sensitive, confidential and/or privileged information.
• Advanced analytical, problem-solving, project planning and implementation experience necessary to advance initiatives, both long-term and immediate projects.
• Must be able to work in a fast-paced environment with constantly shifting priorities. Must be able to meet tight deadlines and work long hours, when necessary.

Preferred Qualifications

• Advanced degree preferred Master's in Business or Healthcare Administration or other advanced degree in a related area
• Preferred experience with faculty compensation plans.
• Advanced knowledge in academic personnel, compliance issues related to COI, sponsored programs, business plans, staff personnel management, and immigrant visas.
• Preferred experience with Departmental annual reports/strategic plans.
• Expert knowledge and understanding of the organizational structure of the UC Davis Health, its executive leadership, mission and strategic goals and culture.
• Working knowledge of the operational and long-range goals and policies of UC Davis Health and the School of Medicine.

Key Responsibilities

• 30% - Leadership / Planning
• 30% - Business Financial Analysis
• 20% - Administration
• 10% - Instructional Support Management
• 10% - Community Building and Communication

Position Information

• Full Salary Range: $116,300 - $254,700 annually
• Salary Frequency: Monthly
• Salary Grade: Grade 27
• UC Job Title: ADMIN MGR 2
• UC Job Code: 000548
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift (Work Schedule): M-F 8am - 5pm
• Location: Tupper (TUPPERHAL), Davis, CA
• Union Representation: 99 - Non-Represented (PPSM)
• Benefits Eligible: Yes, full benefits
• This position is hybrid (mix of on-site and remote work)

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

* High quality and low-cost medical plans to choose from to fit your family's needs
* UC pays for Dental and Vision insurance premiums for you and your family
* Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
* Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Access to free professional development courses and learning opportunities for personal and professional growth
* WorkLife and Wellness programs and resources
* On-site Employee Assistance Program including access to free mental health services
* Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
* Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
* Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here
* UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

Diversity, Equity, Inclusion and Belonging

At UC Davis, we're solving life's most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don't just maintain - we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don't meet all the requirements? We still encourage you to apply! #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks

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