Institute Business Officer, AHI - 141201

The Institute for Applied Health Intelligence (AHI) is a transformative initiative that positions UC San Diego at the forefront of healthcare innovation. By uniting expertise in artificial intelligence, health informatics, implementation science, and systems innovation across UC San Diego's academic and health enterprises, AHI advances data-driven solutions that improve health outcomes and promote equity in care. The Institute serves as a hub for interdisciplinary collaboration, accelerating the translation of research and emerging technologies into real-world impact for patients, communities, and healthcare systems. Through its focus on education, discovery, and implementation, AHI is shaping the future of healthcare and developing the next generation of leaders in health intelligence.

Reporting to the Institute Director, the Institute Business Officer (IBO) manages the administrative services and daily operations of the Institute in support of its mission in health transformation, innovation, training, and education. The position coordinates business and operational activities that support interdisciplinary programs, projects, and initiatives across multiple academic and health system partners.

The IBO oversees administrative functions including financial management, contracts and grants administration, human resources, facilities, information technology, and other operational support services. The position develops and implements operational procedures, establishes work priorities, monitors budgets, and ensures compliance with university policies and regulatory requirements.

The IBO supervises administrative and professional staff, assigns and reviews work, supports workforce planning, and promotes efficient service delivery. The position works closely with institute leadership, academic units, and external partners to coordinate resources, support programmatic objectives, and facilitate the successful execution of institute initiatives. Decisions and recommendations impact operational efficiency, service quality, resource utilization, and the achievement of institute goals.

Key Responsibilities:

Financial strategy and stewardship: Build multi-year operating plans and budgets; manage financial forecasting, funds-flow visibility, grants and contracts administration, philanthropy and industry funding coordination, recharge or service-model development, and sustainability reporting.

Institute operations: Establish core administrative processes, annual planning cycles, decision logs, risk tracking, business continuity practices, and service standards.

Governance enablement: Prepare budgets, dashboards, decision materials, and operating updates for executive governance; translate strategic decisions into accountable workplans.

Cross-school coordination: Develop practical administrative agreements and repeatable processes across Medicine, Engineering, Data Science and Computing, Public Health, Pharmacy, Rady Management, and UC San Diego Health. These are the partners identified in the AHI plan.

Research and program administration: Support the administrative architecture for research, training, implementation, and shared-resource programs, including clear ownership, intake, costing, tracking, and performance reporting.

People and organizational development: Coordinate workforce planning, recruitment operations, onboarding, administrative team design, role clarity, and a collaborative, service-oriented culture.

Partnership and growth support: Provide business planning, financial modeling, diligence, and administrative coordination for philanthropy, grants, contracts, and industry relationships.

Performance management: Translate AHI's goals into measurable operational, financial, programmatic, and health-impact indicators; maintain an executive dashboard and corrective-action process.

• Bachelor's degree in related area and five or more years of relevant experience, or equivalent combination of experience, education and training.

• Solid knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.

• Proven ability to develop sound annual budgets, project budget costs, coordinate multiple projects, adapt programmatic objectives to changes in resources and establish priorities as affected by budgetary issues.

• In-depth expert knowledge of extramural contract and grant requirements and regulations for sponsored research, and university policies and procedures governing the administration of federal and non-federal contracts and grants.

• Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and/or personnel management within labor contract(s) and personnel policy.

• Solid skills to quickly evaluate complex issues and identify resolutions. Proven skill in analyzing complex issues or problems, formulating and implementing creative and appropriate solutions having evaluated all risks and consequences. Strong organization, negotiation, and decision-making skills with expertise in clarifying and resolving conflict situations.

• Solid knowledge of common organization-specific and other computer application programs. Demonstrated skill in using personal computers and a wide variety of software packages for word processing, spreadsheets, database processing, presentations, web and publication design, and calendaring (e.g. Microsoft Office suite including Excel, Copilot, Adobe, etc.). Knowledge of e-mail systems as a primary form of communication; accomplished skill at navigating the Internet for information retrieval. Skill at learning and navigating complex existing and new computerized administrative systems built for fiscal and administrative management.

• Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others. Advanced written, verbal and presentation skills for influencing and facilitating sustained change.

• Solid organizational and customer service skills to effectively manage multiple priorities. Proven ability to function effectively under pressure and cope with a variety of personalities. Skill in working as part of a team, collaborating with colleagues and faculty, and ability to establish and maintain cooperative working relationships.

• Demonstrated skills in employee supervision and HR administration. Demonstrated knowledge of management theories and techniques, demonstrated managerial skills; effective supervision skills, including the leadership ability to establish and maintain positive and productive goal-oriented working relationships and to facilitate a quality team and public service environment. Excellent supervisory skills to organize workload, delegate responsibilities, recruit, interview, select, train, evaluate and perform corrective action/discipline for staff; knowledge of University personnel policies and procedures.

• Proven ability to work with diverse populations and create an inclusive environment at all levels of the organization.

• Master's degree in business, finance, health administration or related field.

• Demonstrated experience developing and managing complex, multi-source budgets and financial models, including forecasting, scenario planning, funds-flow management, cost allocation methodologies, and long-term sustainability planning.

• Experience establishing administrative, financial, and operational infrastructure for a new center, institute, program, department, or other emerging organizational unit.

• Demonstrated experience serving as a strategic advisor to executive leadership and successfully navigating complex, matrixed organizations with multiple stakeholders, funding sources, and governance structures.

• Experience in working with faculty and or staff with expertise in technology with knowledge about cybersecurity, HIPAA, and research ethics.

• Experience in negotiating difficult contracts, agreements, or MOUs that require mutual areas of alignment and trust building.

• Demonstrated knowledge of the applicable UC policies and procedures governing academic and staff personnel, accounting, contracts and grants, purchasing, equipment and space inventory, administrative computing, and other areas related to the responsibilities of the position.

• Experience in facilities management, space planning, and allocation in a University setting.

• Expert knowledge of University processes, protocols and procedures.

• Must be able to work various hours and locations based on business needs.

• Employment is subject to a criminal background check.