Chief of Staff

% 

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

25

Advises management on matters concerning issues, operations or plans impacting the department. Establishes and recommends organizational policy. 

• Advise department senior management on matters concerning multiple divisions and campus/health system wide stakeholders to facilitate the development and implementation of long-term strategic decisions.
• Participates with Department of Surgery leadership team in short and long-term strategic planning with department and campus and health system-wide impact.
• Provides organization-wide influence on the identification and framing of systemic issues, and the formulation and advancement of approaches to address them.
• Drives and advises Chair and Associate Chair for Administration and Finance on strategic change issues and plans.
• Monitors and/or implements legal or policy compliance measures
• Oversees and conducts as necessary human resource strategic planning and analysis and assesses department and school-wide needs for administrative support and improving faculty and staff engagement.
• Plans, designs and implements programs and establish direction, policies and procedures for Department and its divisions.
• Develops and manages processes to streamline decision-making and communication
• In collaboration with Chair and the Associate Chair of Finance & Administration, recommends staff organizational structure to meet the ongoing needs of the department and its divisions and identifies opportunities to optimize workflows and improve operational efficiency.
• Handles highly complex and critical projects and leads projects of significance requiring facilitation and collaboration with representation across department and organizational functions.
• Provides a framework for policy and administrative change, develops strategies for change management to remove barriers to goal achievement.
• Prepare presentations and reports to communicate department strategic plans and implementation tactics

20

Represents senior managers with authority to make decisions on strategic task forces and long- and short-range strategic planning groups.

• Interacts with senior management on controversial situations, customer negotiations, or influencing and persuading other senior level managers across the Department, the School of Medicine and the Health System.
• In partnership with Chair and Associate Chair of Finance & Administration, oversees the Staff and Faculty Engagement and Climate Survey.
• Leads department’s efforts in improving its engagement/climate including designing changes to the Department’s operations and processes and implementing them through effective change management
• Plays a critical role in assisting all directors and managers in the supervision of over 230 staff
• Prepare briefing materials, presentations, and reports to aid in Chair’s decision-making.
• Represent the Chair at meetings, events, and in communication when necessary.
• Represents the Chair on high-level task forces and long- and short-range strategic planning groups.
• Serves as a central hub for communication between the executive team and key stakeholders.
• Ensures transparency and alignment across divisions and programs.
• Builds and maintains relationships with internal teams, external partners, and stakeholders.

15

Supports senior managers with controversial situations, negotiations, or influencing and persuading others. Represents the department to the community.

• Works closely with other School of Medicine department leaders on issues of mutual concern to improve operations and efficiency and ensure compliance with administrative and financial policies.
• Functions as part of Department’s Senior Leadership team.
• Supports Chair in negotiating and directing agreements with other research institutions and laboratories, community enterprises and contracts for facility usage and employment services.
• Supports Chair in partnering with other academic departments of surgery and the American College of Surgery in advancing the academic surgery missions of administration, research, teaching and patient care 

25

Manages and has accountability for all functional, operational and budget operations for the Department of Surgery Chair’s Office and East Bay Program.

• Partners with Vice Chair of Education to oversee all educational programs for student, residents and ACGME fellowships in the Department. 
• Coordinates, strengthens and further develops broad educational programs in conjunction with the Medical Student Clerkship, Residency and Fellowship Directors and the Director of the Surgical Skills Lab.
• Manages the department’s consolidated education budget, including oversight of UCSF Health’s GME funds flow.
• Leads the development and execution of comprehensive digital communication strategies to enhance the Department of Surgery’s web presence.
• Leads the development and directs all aspects for communications for activities associated with marketing, outreach, and internal and external communications for the Department, including department newsletters, newsletters to alumni, key email and social media announcements and the annual State of the Department.
• Manages the department’s administrative and research space, including developing strategies and policies around space allocation in the department.
• Oversight of the department’s East Bay Program at Highland Hospital and Alameda County, including oversight of the budget and contract negotiations.
• Oversite of the credentialing, risk management and medical staff privileging processes for the department’s clinical faculty at UCSF and outside affiliate hospitals.

5

Prepares short and long range planning.

• Acts on the authority of the Chair and Associate Chair of Finance & Administration to oversee projects that typically require cross-functional collaboration and resource allocation.
• Collaborates with the Department’s leadership team to develop and implement plans for the operational infrastructure of systems, processes, and personnel designed to accommodate the mission and objectives of the organization.

Assists with projects, development of team metrics, and process improvement and redesign.

5

Provides guidance and expertise to unit in developing techniques and processes.

• Spearheads training and development initiatives. 
• Creates and recommends training and experiential opportunities that improve performance and professional growth among Department of Surgery staff.
• Provides direct support and coaching to directors, managers, and supervisors as they help their teams through transitions and serves as mentor to less-experienced managers and staff.
• Serve as a point of contact for Associate Chair's direct reports and managers on employee issues.
• Provides leadership and mentoring to subordinate staff.
• Instills strong management practices among subordinate managers.
• Partnering with Vice and Associate Chairs, Division Chiefs and Administrative Directors, ensures consistent interpretation and implementation of policies and procedures throughout the Department.

5

Selects, develops, and evaluates personnel to ensure the effective and efficient operation of the function.

• Manages and oversees direct reports 
• Provides mentorship, guidance, and professional development opportunities to staff under supervision.
• Sets performance goals, conducts regular evaluations, and addresses performance concerns when needed.
• Fosters a collaborative and inclusive environment within supervised teams, ensuring alignment with organizational values and objectives.
• Participates in School-wide activities, events and morale buidling activites.
• Other duties as assigned.

100