Job Details

Operations Manager

Position Number: 6808083
Location: Santa Barbara, CA
Position Type: Student Affairs and Services

Operations Manager

University of California Santa Barbara

Job Posting Details

Position Number: 41217703

Payroll Title: PAT REL SUPV 1

Job Code: 7051

Job Open Date: 12/18/2025

Application Review Begins: 1/6/2026

Department Code (Name): COUN (Counseling & Psychological Services)

Percentage of Time: 100 %

Union Code (Name): 99 Non-represented

Employee Class (Appointment Type): Staff: Career

FLSA Status: Exempt

Salary Grade: PSS/22

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $79,200/year to $90,000/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $79,200/year to $143,400/year.

Work Location: Student Services 599

Working Days and Hours: Monday - Friday/8:00a.m. - 5:00p.m.

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid Eligible. Hybrid Work Schedule will be considered as long as hybrid arrangements are approved by the Division of Student Affairs. The University has the authority to change or revoke hybrid scheduling with reasonable notice. Incumbent must be available to be in the office full time should operational needs require it.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The mission of Counseling and Psychological Services (CAPS) is to assist Student Affairs and the University in helping the student body achieve academically, socially, and personally through culturally responsive mental health services. CAPS is committed to providing a safe, inclusive, and affirming environment to ensure that all students remain psychologically healthy in pursuit of their goals. We value Inclusion, Collaboration, Compassion, and Impact. Our objective is to help in the creation and maintenance of a healthy campus environment. We educate, support, advocate and help foster a culture of acceptance and appreciation of human differences.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

The Operations Manager is a senior administrative and supervisory position responsible for the comprehensive, efficient, and compliance management of the administrative and clinical operations of Counseling & Psychological Services (CAPS). This individual manages and supervises all daily clinic functions, including client flow, scheduling, and the performance of the Electronic Health Record system (PnC). This position is responsible for staff supervision, including recruitment, training, discipline, and daily workload distribution for non-clinical support personnel, to ensure excellent customer service and effective resolution of client complaints. The role serves as a key liaison among technology, facilities, and safety, the IT team, and manages all equipment and space while ensuring departmental compliance with campus health, safety, and security protocols. The Operations Manager directs financial and business operations on behalf of the executive director in collaboration with the Leadership Team and the Student Affairs Business and Administration (SABA) team, covering budgeting, billing, purchasing, and fiscal planning. This position acts as a critical member of the CAPS Leadership Team, contributing to strategic planning, policy formulation, quality data management, outreach efforts, and adherence to all UC, Federal (HIPAA, FERPA), and state regulations.

Required Qualifications:

Bachelor's Degree in a related area and/or equivalent experience/training
1-3 years of Administrative analysis, guest relations, client or student experience, or university or healthcare operations experience.
4-6 years of Experience with direct supervision of teams of staff, demonstrating the ability to effectively manage, hire, train, evaluate, counsel, and address performance concerns in accordance with campus policies, labor agreements, and best supervisory practices.
Highly developed organizational acumen with the capacity to work effectively within a complex matrix of stakeholders and competing priorities.
Skill in identifying key decision-makers and understanding their perspectives, motivations, and underlying needs to achieve strategic goals.
Proven ability to anticipate and proactively manage potential conflicts or internal resistance to change initiatives.
Exceptional written and verbal communication skills, including the ability to present complex information clearly and concisely to diverse audiences (e.g., senior leadership, external stakeholders).
Demonstrated ability to handle sensitive and confidential information with discretion and appropriate security measures.
Proficiency with Windows-based software, the Google professional suite, and Microsoft Word and Excel.

Special Conditions of Employment:

Any HIPAA or FERPA violation is subject to disciplinary action.
Mandated reporting requirements of Child Abuse
UCSB Campus Security Authority under Clery Act
Satisfactory criminal history background check
UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, 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

Job Functions and Percentages of Time:

30% Clinic Operations Management

Clinic Operations, Staff Supervision, and Client Experience:

Serves as the primary supervisor of daily clinic operations, which includes managing the electronic health record system (PnC), managing appointment scheduling, and maintaining operations at both the main and satellite locations. Supervises support staff to ensure optimal clinical coverage and high-quality customer service. Distributes workload, provides constructive feedback, and acts as a liaison for client grievances. Responsible for resolving escalations and crisis interventions while ensuring staff are trained in client rights, and they actively work to enhance the client experience through strategic onboarding and continuous education.

Facilities, Safety, and Space Management:

Manages all physical resources and space utilization for the department, including office assignments and hoteling protocols. Acts as the liaison with Facilities Management, architects, and contractors to coordinate renovations and assess long-term space requirements. Additionally, the role involves significant safety and compliance responsibilities, such as serving as the departmental contact for campus police and overseeing Environmental, Health & Safety (EHS) standards. This includes maintaining emergency evacuation plans, ensuring ADA compliance, and collaborating with leadership to finalize the annual mission continuity plan.

Technology, Data, and Equipment:

Acts as the primary administrative liaison to the Integrated Health Information Systems (IHIS) team, partnering with the assigned IHIS specialist to ensure the agency's technological needs are met. While relying on IHIS for technical domain expertise and data management, the Business Officer facilitates the assessment and procurement of hardware and software in line with IHIS recommendations. The Operations Manager uses these IHIS-generated insights to inform the leadership team's strategic decisions and implement action plans to increase operational efficiency and the quality of care.

Outreach, Events, and Education:

Directs the administrative side of the department's external facing activities, including supervising the design of marketing materials, brochures, and the website. Serve as the designee for large-scale outreach events and manage the support staff assigned to these functions. Provides high-level consultation and logistical support for Continuing Education (CE) programming and APA-accredited internships. Includes managing registration systems, maintaining quality files for clinicians, and ensuring appropriate staffing for educational events.

Strategic Leadership and Policy:

Collaborates closely with the CAPS Leadership Team, the manager helps formulate administrative policies and adapts procedures to meet changing regulations or organizational needs. Responsible for the administrative onboarding of new employees, ensuring proper access to systems and facilities. Participates in high-level meetings to recommend new organizational structures and assesses how policy changes impact departmental operations to ensure consistency and clear communication across the team.

20% Non-Clinical Staff Supervision

Directly supervises Quality Improvement and Financial Analyst, two Clinical Administrative Assistants, and Personnel and Program Administrative Assistant. Responsible for the full range of supervision of supervised staff, including recruitment, hiring processes, written and verbal evaluations, daily management, discipline, and termination. Ensures that staff is adequately trained and that the staffing structure can meet the requirements to fulfill the department's mission and management obligations. Establishes office procedures and work standards, monitors and analyzes workload, and develops solutions as required. Initiates and implements all procedures to ensure operational efficiency and effectiveness. Establishes procedures and ensures compliance with UC, federal, and state agencies, including, but not limited to, FERPA and HIPAA. Plans and facilitates staff meetings for non-clinical team members. Assesses the work environment and resolves staffing-related issues and problems. Disseminates and discusses information regarding policy and/or procedures.

30% Financial and Billing

In close collaboration with the Leadership Team, works with SABA to provide management and oversight of all business operations, including financial management, budgeting, human resources, billing, and accounts payable/receivable, billing and purchasing. Working with the Executive Director and the SABA team, responsible for short- and long-range fiscal planning and financial projections. As the department liaison with SABA, they contribute to analysis and policy development for operational, safety, and routine business practices. Ensures that University policy, procedures, and practices are followed. Assesses activities and programs to ensure the timely achievement of goals and objectives, and develops action plans for change in areas where planned goals are not being met. Manages CAPS' adherence to policies and procedures concerning client eligibility and fees. Supervises and manages billing for no-shows and late cancellations. Serves as liaison and departmental point person for Student Health Insurance Program (SHIP) program administration and in conjunction with the CAPS Executive Director, prepares MOUs and performs calculations/projections for all departmental satellite agreements.

20% Leadership Team Member

Provides advising and support to the Leadership Team in the development of long-range and strategic plans for the department, including staffing needs, financial resources, equipment, and facilities. Provides analysis on a wide range of issues, recommending actions and allocations or reallocation of financial resources. Provides critical thinking, problem-solving, policy-making, and decision-making skills as a senior member of CAPS. Participates in departmental decision-making, policy formation, management decisions, long-term and short-term planning, problem solving, budget decisions, capital projects, program management, departmental goal-setting, campus and student relations, and policy interpretations. Promotes a climate of teamwork, open communication, and collaboration. Communicates regularly with management on operational and human resources issues. Serve as a key resource to all staff to improve organizational engagement, leadership, and partnership. Participates in and/or serves as a resource to internal and other campus ad hoc and standing committees as needed. Serves as liaison with SABA team, Design and Construction Services, Financial Aid and Scholarships, Office of the Registrar, Residential and Community Living, Transportation and Parking Services, Office of the Vice Chancellor of Student Affairs and other divisional departments. Lead assigned projects and programs by creating and executing project work plans. Performs other duties as assigned.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

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.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=83206&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant