What are the responsibilities and job description for the Associate Director position at UCSF Health?
Job Summary
JOB DESCRIPTION
The Associate Director (AD) / Department Head for Documents & Media (DM) leads the operations, staff, and financial performance of a multi-functional, self-supporting business unit within Campus Life Services (CLS) at the University of California, San Francisco (UCSF). Documents & Media provides print, design, digital production, and multimedia services to UCSF, UC Berkeley, other UC campuses, and the UC Office of the President in support of the UCSF mission.
The AD oversees managers, supervisors, and professional staff and is responsible for establishing and maintaining an effective organizational structure to support current operations and future workforce change in the realm of digital/print production. This includes ensuring continuity of services, supporting staff development, and building leadership capacity within the department. The AD is accountable for achieving operational and financial goals, including revenue generation, budgeting, and expense management across multiple service lines within a self-funded environment. The role requires oversight of business operations in compliance with University policies, procedures, and internal controls.
Department Summary
Campus Life Services (CLS) is a dynamic department within UCSF’s Finance and Administration (FAS) dedicated to enhancing the quality of campus life for faculty, staff, learners, students, visitors, and our broader community. With more than 800 team members and a combined operating budget exceeding $200 million, CLS delivers a diverse suite of personal, professional, and auxiliary services that support the UCSF enterprise and help make life here better for all who work, teach, learn, discover, and heal.
CLS unifies 11 service-rich departments—Arts & Events, Childcare, Conference Services, Documents & Media, Facilities & Utilities, Fitness & Recreation, Housing, Marketing by CLS, Retail Services, Sustainability, and Transportation—each advancing operational excellence and service innovation across the organization. Together, we provide best-in-class business services, building maintenance, all-day dining, family care and resources, health and wellness programming, sustainability leadership, event and cultural experiences, and seamless mobility solutions.
Our work is rooted in a commitment to exceptional customer service, continuous innovation, and operational excellence. Whether supporting strategic business initiatives or enhancing everyday campus life, CLS is uniquely structured to empower individuals and units across UCSF to thrive.
Documents & Media (DM) provides a wide range of print, design, digital production, and multimedia services to UCSF, UC Berkeley, and UC Law, supporting faculty, staff, and students through production-based work. The department manages a high-volume, fast-paced operation, producing dozens of custom jobs daily with varying technical specifications, turnaround times, and budgets ranging from small requests to large-scale projects, often requiring end-to-end coordination across design, pre-press, production, bindery, and external vendor partners. In addition to core production services, DM serves as a subject matter expert to clients, advising on cost-effective and efficient solutions. The operation spans multiple campus locations and service centers and includes oversight of digital copying, print production, and business center services. In response to organizational changes and anticipated workforce transitions, the department has restructured its leadership model to strengthen oversight, support succession planning, and ensure continuity of operations.
Responsibilities
% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)
5 y
Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning.
Leads overall operational and financial management of the Documents & Media unit, including budgeting, revenue oversight, staffing strategy, and space planning across multiple service lines.
15 y
Establishes and recommends changes to policies which affect the department.
Develops and implements policies and procedures to support efficient operations, ensure compliance, and align with UCSF/CLS priorities and evolving business needs.
15 y
Ensures the operations of the department run smoothly, including: the production of publications and expeditious delivery; responsible in terms of costs, methods and employees.
Directs high-volume, multi-channel production operations; ensures efficient workflows, service quality, cost control, and timely delivery across all services.
5 y
Establishes controls for inventory to ensure continuous supply.
Maintains inventory and resource controls to support uninterrupted operations and cost efficiency.
10 y
Forecasts and prepares budget; ensures publication / production plans balance both costs and quality.
Oversees financial forecasting and aligns production planning with demand, cost targets, and service quality standards.
5 y
Assists with the development of long-range electronic and / or printed publications planning and budgeting.
Contributes to long-term planning and sustainability of services in response to campus needs and industry trends.
5 y
Ensures the publications program conforms to the location's electronic and printed publishing policies.
Ensures compliance with University policies, brand standards, and operational requirements.
5 y
Reviews and / or prepares proposals to improve or extend publications services
Leads business development efforts to expand services, increase utilization, and improve customer offerings.
5 y
Reviews bids from multiple vendors to obtain the best quality product within the project budget and negotiates special pricing structures.
Manages vendor selection and pricing strategies to ensure cost-effective, high-quality service delivery.
5 y
Evaluates and selects vendors and monitors services.
Oversees vendor performance and ensures service quality and contract compliance.
5 y
Ensures appropriate database storage and software systems are in place for desktop publishing and image storehousing. Ensures staff is adequately trained in new and improved software applications.
Ensures effective systems, tools, and staff capability to support evolving production technologies and workflows.
100 total
Required
QUALIFICATIONS
JOB DESCRIPTION
The Associate Director (AD) / Department Head for Documents & Media (DM) leads the operations, staff, and financial performance of a multi-functional, self-supporting business unit within Campus Life Services (CLS) at the University of California, San Francisco (UCSF). Documents & Media provides print, design, digital production, and multimedia services to UCSF, UC Berkeley, other UC campuses, and the UC Office of the President in support of the UCSF mission.
The AD oversees managers, supervisors, and professional staff and is responsible for establishing and maintaining an effective organizational structure to support current operations and future workforce change in the realm of digital/print production. This includes ensuring continuity of services, supporting staff development, and building leadership capacity within the department. The AD is accountable for achieving operational and financial goals, including revenue generation, budgeting, and expense management across multiple service lines within a self-funded environment. The role requires oversight of business operations in compliance with University policies, procedures, and internal controls.
Department Summary
Campus Life Services (CLS) is a dynamic department within UCSF’s Finance and Administration (FAS) dedicated to enhancing the quality of campus life for faculty, staff, learners, students, visitors, and our broader community. With more than 800 team members and a combined operating budget exceeding $200 million, CLS delivers a diverse suite of personal, professional, and auxiliary services that support the UCSF enterprise and help make life here better for all who work, teach, learn, discover, and heal.
CLS unifies 11 service-rich departments—Arts & Events, Childcare, Conference Services, Documents & Media, Facilities & Utilities, Fitness & Recreation, Housing, Marketing by CLS, Retail Services, Sustainability, and Transportation—each advancing operational excellence and service innovation across the organization. Together, we provide best-in-class business services, building maintenance, all-day dining, family care and resources, health and wellness programming, sustainability leadership, event and cultural experiences, and seamless mobility solutions.
Our work is rooted in a commitment to exceptional customer service, continuous innovation, and operational excellence. Whether supporting strategic business initiatives or enhancing everyday campus life, CLS is uniquely structured to empower individuals and units across UCSF to thrive.
Documents & Media (DM) provides a wide range of print, design, digital production, and multimedia services to UCSF, UC Berkeley, and UC Law, supporting faculty, staff, and students through production-based work. The department manages a high-volume, fast-paced operation, producing dozens of custom jobs daily with varying technical specifications, turnaround times, and budgets ranging from small requests to large-scale projects, often requiring end-to-end coordination across design, pre-press, production, bindery, and external vendor partners. In addition to core production services, DM serves as a subject matter expert to clients, advising on cost-effective and efficient solutions. The operation spans multiple campus locations and service centers and includes oversight of digital copying, print production, and business center services. In response to organizational changes and anticipated workforce transitions, the department has restructured its leadership model to strengthen oversight, support succession planning, and ensure continuity of operations.
Responsibilities
% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)
5 y
Develops and monitors operational and budget processes, staff FTE, finance, human resources and space planning.
Leads overall operational and financial management of the Documents & Media unit, including budgeting, revenue oversight, staffing strategy, and space planning across multiple service lines.
15 y
Establishes and recommends changes to policies which affect the department.
Develops and implements policies and procedures to support efficient operations, ensure compliance, and align with UCSF/CLS priorities and evolving business needs.
15 y
Ensures the operations of the department run smoothly, including: the production of publications and expeditious delivery; responsible in terms of costs, methods and employees.
Directs high-volume, multi-channel production operations; ensures efficient workflows, service quality, cost control, and timely delivery across all services.
5 y
Establishes controls for inventory to ensure continuous supply.
Maintains inventory and resource controls to support uninterrupted operations and cost efficiency.
10 y
Forecasts and prepares budget; ensures publication / production plans balance both costs and quality.
Oversees financial forecasting and aligns production planning with demand, cost targets, and service quality standards.
5 y
Assists with the development of long-range electronic and / or printed publications planning and budgeting.
Contributes to long-term planning and sustainability of services in response to campus needs and industry trends.
5 y
Ensures the publications program conforms to the location's electronic and printed publishing policies.
Ensures compliance with University policies, brand standards, and operational requirements.
5 y
Reviews and / or prepares proposals to improve or extend publications services
Leads business development efforts to expand services, increase utilization, and improve customer offerings.
5 y
Reviews bids from multiple vendors to obtain the best quality product within the project budget and negotiates special pricing structures.
Manages vendor selection and pricing strategies to ensure cost-effective, high-quality service delivery.
5 y
Evaluates and selects vendors and monitors services.
Oversees vendor performance and ensures service quality and contract compliance.
5 y
Ensures appropriate database storage and software systems are in place for desktop publishing and image storehousing. Ensures staff is adequately trained in new and improved software applications.
Ensures effective systems, tools, and staff capability to support evolving production technologies and workflows.
100 total
Required
QUALIFICATIONS
- Bachelor's degree in related area and / or 8-10 equivalent experience / training.
- Strong project management and short and long-term planning skills.
- Strong knowledge of the location, including its mission, vision, goals, policies, practices and infrastructure.
- Strong knowledge and skills in financial and human resources administration and management techniques, including methods, laws, policies and practices.
- Strong knowledge of the trends and developments in the publishing field, including technical applications.
- Experience in budget and business management to make decisions to maximize resources and ensure a sound business plan.
- Analytical skill and the ability to successfully define and analyze problems, recommend solutions, and affect change.
- Demonstrated experience managing staff, including supervisors and/or managers, with responsibility for performance management, staffing, and team development
- Experience overseeing budgets, financial operations, and/or revenue-generating services, including forecasting, expense management, and resource allocation
- Strong knowledge of business operations, process improvement, and organizational management in a multi-function environment
- Demonstrated ability to collaborate effectively with diverse stakeholders across departments and organizational levels in a complex environment
- Strong communication, leadership, and problem-solving skills, with the ability to make sound decisions and drive operational outcomes
- Experience in a higher education or public sector environment, preferably within the University of California system
- Experience managing a self-supporting, recharge, or fee-for-service business model and background in print, digital production, creative services, or multimedia operations
- Experience with business development, sales, or customer relationship management, including service expansion and client engagement strategies
- Knowledge of UC policies, financial systems, and administrative frameworks