Job Description

The Finance Team provides centralized operational finance support, procurement oversight, transaction processing, compliance management, and operational workflow support to departmental leadership and stakeholders. The Financial Operations team partners closely with UCSF Health, the School of Medicine Dean’s Office, Supply Chain Management, and departmental leadership to ensure compliant, efficient, and customer-focused operational finance services.

Responsible for supervising the department’s operational finance and transactional support activities, including procurement operations, reimbursement processing, purchasing approvals, accounts payable workflows, ledger verification, operational reconciliations, fiscal close support, and financial systems administration.

Provides leadership and direction to Financial Services Analysts supporting departmental operational activities across UCSF Health, ZSFG/Oakland, faculty projects, research administration, and central departmental operations.

Exercises independent judgment in resolving operational finance issues, implementing internal controls, interpreting University policy, managing compliance risks, and overseeing high-volume financial transaction workflows.

Acts as departmental subject matter expert for procurement policy, operational finance procedures, financial systems workflows, and internal controls.

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

40%

Yes

Supervision & Staff Management: Supervises and directs the work of a section / department of professional financial services employees who are primarily involved in performing analytical functions, with responsibility for quantity and quality of work.

• Supervises professional Financial Services Analysts responsible for operational finance support functions.
• Assigns work, establishes performance expectations, and adjusts workload distribution based on staffing levels, operational priorities, and service needs.
• Reviews staff work products and operational transactions to ensure accuracy, quality, and compliance with established policies and procedures.
• Provides technical and supervisory guidance to staff, resolves escalated issues, and ensures responsive, high quality service to internal and external stakeholders.
• Tracks staff performance and work progress toward achieving short and long-term objectives established by departmental leadership.
• Proactively assesses staffing needs, workflow distribution, and operational service levels to ensure efficient operations and customer support.

Performance Management and Staff Development

• Establishes performance expectations and evaluates and documents employee performance through regular feedback, one-on-one meetings, and formal performance evaluations.
• Coaches, mentors, and develops staff by identifying professional development opportunities and addressing performance gaps.
• Addresses employee performance and conduct issues and recommends appropriate correction or disciplinary actions in accordance with established policies and procedures.

Recruitment and Personnel Management

• Manages recruitment, selection hiring, and onboarding activities to support staffing and operational needs.
• Provides recommendations regarding transfers, promotions, salary actions, and terminations.
• Assess current and anticipated staffing needs and provides input on staffing and budget requirements.

25%

Yes

Financial Operations & Transaction Oversight: Participates in the development and monitoring of policies and procedures for financial data management.

• Oversees procurement processing, reimbursements, purchasing approvals, payment requests, financial reconciliations, ledger verification, fiscal close activities, recharge administration, and operational transaction workflows.
• Oversees BearBuy procurement activities, MyExpense reimbursement workflows, journal approvals, meeting and entertainment approvals, and operational finance transaction processing.
• Ensures financial transactions are accurate, timely, compliant, and properly documented.
• Oversees operational quality control activities and transaction review processes to ensure adherence to University policy and internal controls.
• May supervise the maintenance of one or more accounting / financial systems.

20%

Yes

Internal Controls & Compliance Oversight: Ensures that the appropriate internal controls are addressed, maintained and strengthened to protect University resources.

• Develops, implements, and maintains operational finance controls and compliance procedures to protect University resources.
• Oversees SAS-115 controls, ledger reconciliation schedules, operational audit readiness, compliance monitoring, and risk mitigation activities.
• Ensures adherence to procurement policy, reimbursement policy, financial stewardship practices, and operational finance procedures.
• Maintains operational documentation, reconciliation schedules, and audit support materials.
• Meets all government reporting and auditing requirements for related financial activities.
• Ensures the accuracy, control and reporting of financial data.
• Ensures adherence to cash and payment handling policies and procedures.

10%

Yes

Operational Process Improvement & Systems Administration

• Develops and implements workflow improvements, transaction standardization efforts, and financial systems procedures to improve efficiency, consistency, and customer service.
• m departmental subject matter expert for procurement systems, reimbursement systems, operational finance tools, and access administration processes.
• Oversees development of operational training resources, process documentation, and workflow redesign initiatives.

5%

Yes

Stakeholder Support & Operational Guidance

• Provides guidance and training to faculty, managers, analysts, and administrative staff regarding procurement requirements, reimbursement procedures, purchasing compliance, and operational finance policies.
• Leads cross-functional coordination with School of Medicine leadership, Supply Chain Management, Controller’s Office, and UCSF operational partners regarding operational finance activities and compliance matters.
• Interacts with all levels of the unit and with peer level supervisors in other parts of the organization.

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum 5 years of progressively responsible operational finance, procurement, accounting operations, or financial services experience.
• Minimum 3 years of experience as a lead/supervisor/manager, managing operational finance or financial services staff.
• Advanced knowledge of financial transactions and financial systems, as well as related policy, accounting and regulatory compliance requirements.
• Proficiency in the advanced usage and functions of spreadsheet and database software.
• Strong interpersonal skills, service orientation, ability to multi-task effectively in a varied, high volume environment, judgment and decision-making, reasoning, ability to develop original ideas to solve problems, and effective verbal and written communication skills.
• Strong knowledge of human resources policies and procedures.
• Ability to manage changing priorities, and manage staff time and efforts accordingly.
• Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
• Advanced spreadsheet, database, and systems proficiency.
• Demonstrated ability to develop operational process improvements and workflow efficiencies.

Preferred Qualifications

• Advanced degree in related field.
• Experience in academic healthcare, higher education, or complex matrix organizations.
• Experience with UCSF financial systems including BearBuy, MyExpense, MyReports, PeopleSoft, and UCPath.
• Experience managing operational compliance programs and audit coordination activities.
• Experience in healthcare finance or academic medicine.