Director of Academic Operations (4801C), School of Optometry Dean - #83914

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Departmental Overview

The Herbert Wertheim School of Optometry and Vision Science encompasses a broad range of instruction, research, training, and clinical activity that includes three distinct academic degree programs: Doctor of Optometry (O.D.), Doctor of Philosophy, and Residency. We educate an estimated 320 students annually. Our O.D. program is a 4 year program with clinical training provided at 3 campus clinics, numerous satellite clinics, VA clinics, and external clinics across the country. Our one-year post-graduate residency programs provide advanced clinical education in specialty areas of optometry with placement on and off campus and our Vision Science program averages 40 PhD students.

The mission of the school is currently executed by ladder rank faculty members, professors of clinical optometry, full and part time health sciences clinical faculty, emeriti faculty, staff, professional researchers and visiting faculty and postdoctoral research scholars.

Position Summary

The Director of Academic Operations reports to the Sr. Assistant Dean and has a dotted reporting line to the Associate Dean of Academic Affairs (ADAA). The Director provides strategic and operational management and support of academic and research processes. This role oversees daily academic processes, facilitates oral and written communication across departments, and ensures compliance with institutional policies and accreditation standards. The manager coordinates course scheduling, faculty workload processes, academic reporting, and resource allocation to maintain smooth and efficient academic functions. Working closely with the Associate Dean, Sr. Assistant Dean and other senior leaders, the Academic Operations Manager provides analytical, administrative, and project management support to advance strategic initiatives, enhance academic quality, and improve the overall student and faculty experience.

Application Review Date

The First Review Date for this job is: 02/11/2026.

Responsibilities

Manages, plans, and administers a full range of administrative operations including but not limited to:

• Timely submission of appointment data for Smartsheets to campus People & Culture for processing within the UC Path (payroll) system.
• Support leadership with management development programs, onboarding/induction and other training initiatives.
• Prepare and distribute HR appointment letters as required and per campus policies and union contract terms.
• Provide administrative support to School Leadership and Faculty Chairs. This includes scheduling and supporting faculty meetings, faculty votes, recruitments, leaves and separations.
• Using campus systems such as AP Bears and AP Recruit for timely submission and tracking of personnel cases to campus including but not limited to faculty searches both senate and non-senate, cases for promotion, merit and retention.
• Develop and maintain organized project schedules, tracking progress and identifying potential bottlenecks.
• Collect and consolidate information for personnel cases. This includes communing internally and externally to ensure all materials are collected in a timely manner.
• Develops and prepares complex budgets with multiple funding sources, especially for academic student appointments, fellowship and scholarships.
• Collaborate with Vision Science (VS) Faculty Chair and Admissions and Student Affairs (ASAO) to manage, distribute and track funding commitments primarily to VS PhD students.
• Coordinate with principal investigators (PIs) and Research Analysts (RAs) to confirm available funding.
• Execute funding commitments via HR and the Campus Student Award System. Appointments are typically, GSR, GSI (TAs), Readers and Tutors.
• Prepares short and long range planning for administrative services operations and improvements to processes.
• Complete the end to end hiring and/or distribution of funding, including the preparation of appointment letters.
• Ensure compliance with contract and grant terms; compliance with campus policies

Provides analysis for highly complex budgetary funding, financial and resource projects. This includes but is not limited to:

• Comprehensive payroll reconciliation (eg. monitor budget to actuals, individual payroll records, compliance with UC salary tables).
• Prepare hiring and financial plan for academic students to ensure timely hiring and adherence to campus policies and union contracts.
• In collaboration with the Associate Dean for Academic Affairs and the Associate Dean for Clinical Operations, prepare academic compensation budgets and faculty effort reports.

Collaborate with Associate Deans, Faculty Chairs, Admissions and Student Affairs (ASAO) staff, and PIs to administer and manage the schools federal grants in support of the VS training and summer research programs, including but not limited to the school's T-32 and T-35 grants.

• This may include serving as a special resource for pre- and post-contracts and grants work, interpreting regulations and guidelines on grants and/or contracts, ensuring expenses are paid according to contract, and/or monitoring contract and grant expenditures.

Other duties as assigned, including but not limited to:

• May be required to provide HR support for issues or matters that relate to non-research staff titles, including student assistant titles.

Applies advanced concepts to perform analysis to respond to internal and external surveys and to inform resource allocations and faculty appointments.

• Collaborate with Finance, Admissions and Student Affairs Office (ASAO), Clinic and school leadership to respond to campus and school surveys and professional accreditation surveys (ASCO, ACOE).
• Course Evaluations: Review and analyze course evaluations and other instructional feedback.
• Collaborate with ADAA to oversee.
• Ad hoc reporting.

Represents the department on business issues to the institution community and serves on committees.

• Liaison with Campus Academic Personnel Office (APO).
• Liaison with Employee and Labor Relations and BRS for issues that impact (faculty, researchers and graduate students).

Manage and direct subordinate staff (currently 1.0 FTE) to fulfill key responsibilities in a timely manner.

Skills Enhancement and Service: Participates in workshops, trainings, and other professional development activities and activities that enhance the school community.

Academic and Research Personnel Support:

• Collaborate with Associate Deans and Academic Personnel to ensure employees are hired at the correct effort in accordance with approved teaching plan and expected additional duties.
• Track ladder rank faculty teaching requirements in compliance with teaching policy including sabbaticals, course relief, buyouts and confirm meeting requirements.
• Calculate and process teaching buyouts.
• Provide data/input on the annual FTE call.
• Respond to appointment and teaching activity inquiries.
• Faculty workload and effort database and tracking: Track faculty schedules, teaching requirements, sabbaticals and workload units.
• Respond to instructor teaching and appointment inquiries.
• Work with ADAA to review, assess, and share course evaluation data and other teaching related data gathered through surveys and other sources.
• Recruitments, Merit and Promotions: In accordance with UCOP and Campus policy and protocols.
• Accurate and timely processing of school's approved salary plan for health science faculty.
• Recall appointments.
• Collaborate with Associate Deans (Academic Affairs, Clinical Affairs) to recruit, appoint and reappoint Health Science Faculty Appointments.
• Liaison with APO and BRS regarding academic, HR and UAW inquiries.
• Issue appointment and reappointment letters.
• Special projects: Support leadership with analysis and new initiatives.
• Merit/Promotions support including course evaluations, faculty outreach, prepare case - reviewers, campus.

Required Qualifications

• Advanced knowledge of and/or can quickly learn University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.
• Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Advanced knowledge of a variety of administrative operational activities such as accounting and payroll, union contracts and grants regulations and guidelines.
• Advanced knowledge of and/or can quickly learn common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Advanced skills in analysis, problem-solving and customer service.
• Advanced knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.
• Exceptional attention to detail and ability to work effectively under pressure. This includes performing tasks with a high degree of accuracy, which includes reconciliation and checking work for errors.
• Demonstrated time management and organizational skills, with a track record of meeting deadlines and managing priorities effectively.
• Proven ability to manage confidential and sensitive information with the utmost integrity, professionalism, and discretion.
• Proven success managing personnel and operations within a unionized environment.
• Proficiency with Microsoft products especially Excel and Access, Google and and/or can quickly learn campus systems (ie. AP Bears, Cal Answers, BFS).
• Bachelor's degree in related area and/or equivalent experience/training.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted annual salary range that the University reasonably expects to pay for this position is $90,000.00. - $127,000.00.

• This is a full-time (40 hours/week), career position that is eligible for UC Benefits.
• This is an exempt monthly-paid position.

How to Apply

• To apply, please submit your resume and cover letter.

Other Information

• This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html
• This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Misconduct

SB 791 and AB 810 Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.