Administrative Supervisor 2, University Health Services

Administrative Supervisor 2, University Health Services (7375U) – 31886

About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity and ensures that students, faculty, and staff of all backgrounds feel safe, welcome, and included. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff.

The University of California, Berkeley, is one of the world’s leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission, and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States, and the world.

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We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students, and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Departmental Overview of Administrative Supervisor 

UC Berkeley’s University Health Services (UHS) is a comprehensive college health service providing fully accredited, primary medical care, counseling and psychological services, and innovative health promotion programs for students, faculty, and staff. UHS provides on-campus medical care and coordinates supplemental needs for off-campus care through a network of community specialists and hospitals. UHS manages the student health insurance and workers’ compensation insurance programs.

Approximately 65,000 visits occur annually including Primary Care, Urgent Care, Occupational Health, and Specialty Clinics. Services are designed to minimize the impact of illness, emotional distress, and injury on studies and work. The Social Services (SOS) unit offers short-term counseling, groups, case management, and nutrition services to the campus student population. Counseling staff consists of social workers who provide compassionate specialty counseling on a range of specific and highly sensitive topics. Coupled with health promotion and public health programs, UHS reaches all segments of the Berkeley campus community. Learn more about UHS by visiting uhs.berkeley.edu.

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Application Review Date for Administrative Supervisor

The First Review Date for this job is April 7, 2022.

Responsibilities of Administrative Supervisor 

Administrative Services Management

Manages regular schedule of updates to administrative policy and procedure manuals for AAAHC accreditation, ensuring sufficient admin support in place for accreditation preparation.

Conducts quarterly meetings with administrative leads in other UHS departments to communicate updates to policies and procedures, current or pending issues, and provide consistency in information flow.
Coordinates operationalize, and/or implements appropriate campus initiatives, e.g. Caltime, mail; maintains operational liaison role of these systems with campus offices.
Manages and coordinates training and tracking on these initiatives.
Administrator role for UC Learning System and POWER DMS – manages, tracks on compliance, maintains staffing lists, updates training, and creates reports.
Signature delegation approval for UHS expenses on behalf of Assistant Vice Chancellor/Executive Director and Administrative Director.
Manages reserved parking program for UHS (specialists, visitors, etc.) and ensures reserved spots are maintained for appropriate use.
Analyzes options to reduce administrative expenses related to parking and UHS vehicle, tracks on budget.
Liaises with UCPD on UHS scheduling needs for Security Patrol Officer and with SPO for daily needs.’
Supervises the work of a department

Manages the Administrative Services office including development, direction, and implementation of a wide variety of work assignments, ensuring appropriate staffing levels.
Administrative Services office staff and student workers are responsible for providing administrative support to managers and staff throughout the unit and providing high-level customer service to clients and visitors. Includes direction of CME Coordinator who supports organization-wide Continuing Medical Education program, accredited through Institute of Medical Quality.
Supervises Credentials Coordinator ensuring that we maintain compliance with Federal, State, and UCOP regulations and policies.

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Sets performance standards and work direction for the administrative support team.
Sets training goals for administrative support across the building, provides subject matter expertise, measure and evaluation of achievements in administrative tools (e.g., DocuSign, PowerDMS, Google suite documents, et al).
Hires oversees training, evaluates performance, engages in staff development planning, takes disciplinary action, approves leave time, and resolves employee complaints.
Resolves sensitive and urgent matters that are beyond the scope of the front-line staff.
Executive Support

Manages professional correspondence for Executive Team and other senior managers.
Includes confidential and highly sensitive documentation.
Prepares communications for Executive Team.
Prepares and manages staff communications regarding UHS-related business, procedures, events, etc.
Coordinates complex calendaring for Assistant Vice Chancellor and Medical Director, and other senior managers.
Independently anticipates data and information requirements and prepares or collects materials as needed. Reviews and tracks items requiring signature, sorts, and prioritizes requests and actions.
Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluation of current and proposed services, etc., for internal/ external constituencies’ review and decision-making.
Maintains expertise in relevant accreditation and legal requirements.
Safety & Security Co-Chair, (Campus DOC Operations) for the Tang Center’s campus role in Emergency Response

Collaborate with campus officials on the campus emergency response and part of the response for Alameda County and the City of Berkeley, in the case of an emergency.
Collaborate with campus experts on the planning and implementation of campus emergency preparedness drills.
At least annually determine, update and rework UHS policies and procedures for UHS response to emergencies.
Responsible for UHS supplies needed in case of emergencies, supplies kept at an offsite location.
Determine purchase, oversee the purchase and maintain that supplies are current and not expired.
Coordinate with the City of Berkeley and Alameda County on communications and processes in the event of an emergency.
Coordinate UHS volunteers for immediate emergency response.
Train UHS staff on emergency response for UHS and campus.
Co-Chair, Health, Safety & Security Committee

Chairs bi-monthly meetings.
Delegates action items to committee members.
Reports to Administrative Coordination Team on issues requiring higher-level input.
May act as Department Safety Coordinator

Coordinates, implements, and documents the department’s safety program.
Liaises with EH&S and other campus safety resources for assistance with hazard evaluations and appropriate corrective actions.
Develops and communicates departmental safety policies and programs.
Alternate Building Coordinator

Responsible for leading preparedness, readiness, and response activities for Tang Center, Founders’ Building, and Anna Head.

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Specific responsibilities include:

Updating and implementing Building Emergency Plan (BEP).
Coordination of emergency planning efforts with building occupants.
Serving as a liaison between building occupants and campus services/agencies in both emergencies and daytoday operations.
Co-Chair of UHS Green Team

Meets quarterly to strategize and implement zero waste procedures, maintain Green Building status.
Human Resource Coordination

Provides coordination and assistance on human resource actions, including UHS clearances, onboarding, and orientation, confidential and complex issues.
Ensures documentation received from supervisors is complete and accurate, before submitting for processing.
Liaises between CSS-HR and UHS managers on personnel actions.
Develops procedures for UHS use.
Oversees the maintenance of in-house UHS personnel records.
Assists managers with the development of administrative job descriptions.
Authorized approver for new hire requests.
Additional Responsibilities
Other duties as assigned.

Education for Administrative Supervisor 

Bachelor’s degree in related area and/or equivalent experience/training.
Required Qualifications

Demonstrated skills in employee supervision and HR administration.
Interpersonal skills to effectively motivate others.
Solid organizational and customer service skills to effectively manage multiple priorities.
Solid interpersonal communication skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.
Solid skills to quickly evaluate complex issues and identify resolutions.
Specialized knowledge of or ability to learn Federal, State, and AAAHC credentialing requirements for medical and allied health practitioners.

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Legal and accreditation requirements related to record-keeping, accreditation.
Intermediate skills in Microsoft Office Suite: Word, Excel, PowerPoint; advanced skills in Google Suite Working knowledge of or ability to learn common campus-specific and other computer application programs.
Solid organizational skills and ability to multi-task with demanding timeframes.
Strong skills in short-term planning, analysis and problem-solving, and customer service.
Ability to work with senior-level leadership, both internal and external.
Demonstrated ability to advance Diversity, Equity, Inclusion, Belonging, and Justice (DEIBJ) perspectives and values with colleagues.
Preferred Qualifications
Understanding of Human Resources and risk management concerns.
Salary & Benefits of Administrative Supervisor

This is an exempt, monthly paid position. The annual salary is commensurate with experience within the range of $77,300.00 – $113,600.00 (Grade 23).

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