Job Description

Manager, HR Operations & Employee Engagement is responsible for managing the administrative operations of a school, OR a medium to large academic department, OR several small departments within a college, OR a medium to large non-academic department. Typically includes all or most of the following functions: IT, facilities, student services, contracts

and grants, budgetary financial management and / or human resources. Manages a professional staff, typically large, and / or comprised of professionals in various fields. Assumes accountability for decisions made by subordinates. Performs long and short term planning for function. Erroneous decisions or failure to achieve goals results in additional costs and personnel, and serious delays in overall schedules.

This position is responsible for day-to-day management and strategic oversight of human resource operations and employee engagement for the IGHS Control Point (equivalent to a school). Duties include oversight of full cycle staff HR, academic HR, employee engagement and recognition programs, and engagement with labor and employee relations. The positions supports a growing community of 300 staff, learners, and faculty with roles dispersed across California and at partner institutions globally. They report to the Director of Finance and Administration and support faculty, centers, and programs across UCSF as we fulfill our mission.

Department Summary:

The Institute for Global Health Sciences (IGHS) is a campus wide interdisciplinary program that reports to the Chancellor. IGHS is structured as an Organized Research Unit (ORU) and control point that oversees a portfolio of $300M in sponsored programs (including $60-70M per year in grants and cooperative agreements expenses), two graduate groups that confer Masters and PhD degrees, and an administrative unit that provides communication, financial management, event planning, staffing support, operations, and program development support to faculty members working in global health across the campus. IGHS's mission is to advance health and reduce health disparities worldwide, with a focus on vulnerable populations. IGHS is continuing to expand its programmatic activities into new regions (Latin America and Asia) and new themes (e.g., transdisciplinary research in infectious disease, maternal and child health, and non-communicable diseases, pandemic preparedness, digital health, climate change, and migrant health). It also is working to develop new educational program offerings (degree and certificate) and partnerships with academic institutions in the US and in low- and middle-income (LMIC) countries. It also has engagements domestically with public health programs, including the California Department of Public Health.

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

50Yes

Staff & Learner HR: Manages, plans and administers Human Resources operations for the IGHS Control Point serving 300+ employees, graduate students, postdocs, and non-faculty academics. Manages day-to-day workforce support at the IGHS control point level. Advises IGHS managers and employees on full-cycle HR issues, serves as the primary intake for cases to campus operating teams, and serves as the coordinating point for issue resolution and assistance for employees, postdocs, affiliates, visitors, and non-faculty academics.

• Coordinates case intake and resolution with central services across UCSF Shared Services, Compensation, Labor & Employee Relations, Talent Acquisition, Leave Administration, Disability Management, Academic Affairs, International Student Support Services, the Grad Division, and the Controller’s office.
• Manages department-specific HR operations, including recruitments, FTE tracking, analyzing organizational structures and recommending positions within job families to align with needs, facilitating employee communications, and managing onsite work requirements and resources.
• Assesses where funding gaps exist, who may need coverage, and whose skills can be applied across projects. Maintains a high-level understanding of IGHS projects and staffing capacity and recommends actions to most effectively carry out goals of the institute and faculty programs.
• Determines how to utilize campus focal equity programs, reclassification requests, and additional compensation methods (admin stipends, temporary assignments, etc.) to meet institutional needs and retain talent.
• Manages multi-site staffing agreements/contracts between IGHS/UCSF and the California Department of Public Health. Works with IGHS and CDPH supervisors to recruit and manage employees based at CDPH locations, provides day-to-day HR support for CDPH-based employees, and triages performance management cases with leadership at both institutions.
• Assists with disability management cases and leave administration.
• Facilitates the on-site work policy for IGHS by monitoring employee compliance with policies and issuing appropriate notice to employees for changes to work requirements.
• Assist hiring managers with recruitments; review needs and recommend job templates, assist with job description development, advise hiring managers on risks of approach, recommend recruiting strategies, and facilitate the recruiting process in partnership with campus talent acquisition.
• Manages compensation and classification process for IGHS; including merit reviews, across the board salary actions, union required compensation, reclassifications, equity adjustments, and additional compensation programs (e.g. admin stipends and temporary work assignments).
• In partnership with the IGHS Education Team, process graduate student researcher appointments, renewals, and operational issues.
• In partnership with the International Research Support Office, ensure global staffing operations are in alignment with institutional policies, federal and international tax compliance, and operating policies of UC.

5Yes

Academic HR

• Coordinates the Academic Human Resource activities for IGHS, including overseeing academic recruitment, appointment, advancement, compensation and salary support, visa procurement, benefits, and payroll.
• Under general guidance from Acadmic Affairs and/or Labor and Employee Relations and IGHS executive leaders, provides information to faculty and other academic staff concerning HR processes, benefits, criteria and eligibility, and visa matters. Prepares academic review cases by assembling materials and ensuring timelines are met for campus review process.
• Primary point of contact for ~10 non-faculty academic appointments per year.
• Ensures that visiting faculty are appointed with home academic departments across UCSF and works closely with department/division leaders across UCSF to manage the appointment and faculty experience while in residence at UCSF.
• Prepares communications on academic HR topics and offers training as needed to the community.
• Assists with faculty recruitments with other divisions/departments recruiting for IGHS-associated faculty. Liases with home departments to resolve faculty appointment issues for IGHS associated faculty. Recommends equitable compensation, reviews job offers prior to initiation, and ensures appropriate documentation is on file in the employee record for audit purposes.

5Yes

Insitutional Representation & Advocacy: is a representative for the control point regarding human resources affairs, in alignment with senior executive strategy and goals.

• Attends weekly HR Huddles offered by campus.
• Faciliates monthly 1-1 meetings with central campus units to resolve issues and understand policies, and schedules ad hoc meetings on emergent issues.
• Facilitates quarterly meetings with leaders at the California Department of Public Health and IGHS to ensure alignment on HR issues between CDPH divisions and UCSF leadership and central units.

5Yes

HR Systems Management: utilizes systems and procedures to protect departmental assets, including submitting Oracle cases and adopting other institutional technologies as requested by IGHS and institutional leadership.

• Ensures the control point effectively utilizes campus systems (such as Oracle) and serves on working groups as needed to advance the HR goals of the institute, in partnership and at the direction of the Director of Finance & Administration. Resolves system access issues for employees and coordinates new system access as needed.

10Yes

Employee Engagement

• Coordinates IGHS initiatives to nurture community, such as recognition programs, community programming, and annual celebrations.
• Oversees the administration of the campus employee engagement survey in alignment with UCSF engagement survey leader requests. Recruits engagement ambassadors, facilitates meetings with ambassador teams and employees as needed, and handles reporting to campus units. Facilitates community meetings to share results and engagement plans.
• Oversees the IGHS professional development fund; administered annual allocation of funds, reviews applications to the fund and approves of appropriate use, encourages employees to utilize the fund for their development, and recommends group training requirements as needed. Provides annual reports to executive leadership on professional development needs of the workforce.
• Oversees IGHS recognition programs such as the STAR/SPOT awardees; facilitate nomination process, coordinates review committee meetings, awardee communications, payment processing with campus systems, and community messaging.
• Ensures that IGHS policies and operating practices are aligned with best practices in diversity, equity, inclusion, and belogning and in alignment with UCSF PRIDE values.

5Yes

Performance Management

• Oversees the annual performance review process utilizing campus evaluation mechanisms; communicates process, answers questions from employees and supervisors, conducts control point approvals as needed, and elevates issues in the performance evaluation process to the appropriate entities. Recommends trainings and other resources to employees and supervisors, as needed.
• Review performance issues, advise on appropriate action based on represented agreements or policy agreements, coordinate with labor and employee relations, and mitigate risk for the institution.

10Yes

Employee Experience

• Partner with the IGHS communications team and to raise visibility for IGHS opportunities; positively represent IGHS at hiring fairs, distribute position descriptions to communities of interest, share opportunities in newsletters, and promote employee accomplishments in applicable forums.
• Manage the employee onboarding experience; ensure candidates receive access to appropriate systems and have questions answered, ensure new employees receive access to appropriate systems, facilitate trainings on campus benefits, provide materials on IGHS to new employees, and facilitate first day activities in partnership with the hiring team.
• Manage the employee offboarding experience; facilitate seperations in campus systems, answer transition questions, organize exit interviews, and proactively elevate any issues identified by the exiting employee.
• Serve as an approachable contact for members of the IGHS community to ask questions, brainstorm solutions to issues, and receive counsel as needed.
• Facilitate the change management process for institute intiatives, in partnership with other change agents.
• Serve as a confidential resource for employees. Elevate compliance issues to appropriate campus offices.

10Yes

Labor & Employee Relations Support

• Draft business plans for reductions in time and layoffs; submit cases to campus LER via appropriate platforms after reviewing with the Director of Finance & Administration for alignment with strategic HR goals; publicize deadlines with supervisors and ensure best practices are followed for submission to campus.
• Participate in or lead meeting with employees about labor actions; draft or review notification letters and ensure employees are properly noticed.
• Ensure employees work through a progressive disciplinary process or appropriate performance management policy; facilitate investigator meetings, ensure appropriate stakeholder engagement, and document resolutions.
• Ensure all employee records at the department/control point level are maintained in alignment campus policy.

0% (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:

• Bachelor's degree in related area and minimum six years of experience, with at least five in a lead/supervisory role or equivalent experience / training.
• Broad knowledge of the organization's processes, protocols and procedures with a focus on human resources under labor contract(s) and personnel policy.
• Broad knowledge of human resources and risk management planning
• Strong verbal and written communication skills; ability to influence / persuade all levels of staff.
• Skills in organization and customer service to effectively manage multiple important priorities. Proven ability to organize department work functions in an efficient and effective manner.
• Skills to work collaboratively with other locations.
• Proven skills to quickly evaluate complex issues and identify multiple options for resolution.
• Demonstrated management and conflict resolution skills to effectively lead and motivate others.
• Strong skills in facilitation and conflict management
• Experience leading others through the change management process
• Experience working with geographically dispersed employee populations

Preferred:

• Broad knowledge of Oracle HCM operating system, UCPath, and other HR operating systems utilized by the University of California

• Experience leading others through the change management process