Admin Ofcr 4 Cx
Job Location:
San Francisco, CA - USA
Monthly Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
Department Description:
The Department of Medicine (DOM) is the largest department in the School of Medicine (SOM) at UCSF. The DOM has an annual budget of$726Macross three sites with 3000 employees and trainees. The DOMcomprises22%of all UCSF faculty26%of the SOMs faculty and20%of the SOM DOMhas consistently ranked among the top departments of medicine in the country.
The Department of Medicine Chairs Office works closely with senior leadership to lead and support high-impact initiatives aligned with Department and School of Medicine strategy. Comprising program and project managersweb and applicationdevelopers and communications leadership the office drives cross-functional work spanning operations systems communications and strategic initiatives across all DOM divisions. With a department-wide scope the office plays a highly visible role in advancing priorities that shape the broader DOM.
Job Description:
The Program & Project Manager manages a diverse portfolio of projectsthatmay include faculty and research programs organizational initiatives systems and web-based implementations and process improvement efforts. Work often involves coordination across leadership faculty and central administrative functions such as HR Finance and IT and requires navigating complex stakeholder environments to build alignment andmaintainprogress.
A core responsibility is leading organizational rollouts and change management for enterprise systems tools and processes thatimpactdepartmental operations. This includes planning and executing implementations related to AI platforms enterprise systems and digital infrastructure; developing communication strategies; coordinating stakeholder engagement; and supporting adoption of new systems tools and workflows across diverse user groups.
In addition the position applies a strong analytical approach to program and operational decision-making through survey design qualitative and quantitative data analysis and development of reports and recommendations to inform leadership decisions. The incumbent is also expected toidentify andpilot opportunities toleverageAI-enabled tools and automation to improve workflows communication and program delivery.
The Program & Project Manageroperateswith a high degree of independence managing multiple priorities and competing deadlines in a fast-paced environment. Strong judgment initiative and the ability to move work forward amid ambiguity are essential to success in this role.
Responsibilities
% of time | Essential Function (Yes/No) | Key Responsibilities (To be completed by Supervisor) |
40 | Manages plans and administers a full range of administrative operations in a small to medium academic department or a small to medium non-academic department or program where operations are significantly complex in terms of budgetary funding number of faculty staff and students and / or are broad in scope due to focus of operations (e.g. computer or wet lab space and equipment fundraising grant writing etc.). Leads planning coordination and execution of high-visibility cross-functional initiatives that support Department of Medicine strategic and operational priorities. Manages a diverse portfolio of projects that may include faculty and research programs organizational initiatives systems and web-based implementations and process improvement efforts. Provides programmatic and project support to senior leadership including development of presentations briefing materials project plans and implementation updates. Coordinates across faculty divisional leadership and central administrative functions including HR Finance IT and Communications to build alignment and maintain progress on department-wide initiatives. Supports implementation and sustainment of new programs tools and operational approaches across a large complex academic medicine environment. Serves as back-up to other project managers in the Chairs Office | |
20 | Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT facilities student services recharge administration and / or contracts and grants. Partners with central administrative units including HR Finance IT and Communications to support implementation of department-wide initiatives and operational improvements. Coordinates operational aspects of projects that involve multiple functional areas ensuring alignment of timelines responsibilities communications and deliverables. Supports leadership in advancing strategic initiatives that require collaboration across administrative and academic functions. | |
0 | Develops and prepares complex budgets with multiple funding sources for grants general appropriations and endowments. Prepares short and long range planning for administrative services operations and improvements to processes. | |
0 | Provides analysis for highly complex budgetary funding financial and resource projects. | |
0 | May serves as 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. | |
0 | Performs administrative operations activities as predominant focus of position with accountability for operational and budget processes staff FTE finance human resources and space planning. | |
0 | Provides guidance to support staff or small number of professional staff within or outside the scope of main business activities (e.g. student services facilities etc.). | |
25 | Applies advanced concepts to perform analysis to determine future resource allocations on projects. Designs and administers surveys needs assessments and other feedback tools to support project planning prioritization and continuous improvement. Analyzes qualitative and quantitative data to identify trends assess initiative effectiveness and inform leadership recommendations. Develops reports dashboards summaries and presentation materials to support decision-making implementation planning and resource prioritization. Evaluates operational needs and identify opportunities to improve efficiency standardize workflows and better align resources with departmental priorities. Identifies and pilots opportunities to leverage AI-enabled tools and automation to improve workflows communication and program delivery. | |
10 | Represents the department on business issues to the institution community and serves on committees. Serves as a liaison between the Chairs Office and divisions faculty and central administrative units on strategic and operational initiatives. High level of independence sound judgment initiative and accountability in managing complex work Represents the Department on cross-functional workgroups committees and planning efforts related to systems operations communications and organizational improvement. Supports special projects and emerging priorities on behalf of Department leadership. | |
5 | Provides flexible support across emerging priorities and projects adapting to evolving departmental needs and taking on additional responsibilities as they arise |
Qualifications
Required Qualifications:
- Bachelors degree in related area and 5 years of related work experience; and / or equivalent experience / training
- Advanced knowledge of program and project management concepts and practices with demonstrated experience leading complex multi-stakeholder initiatives from planning through implementation including scope development dependency management risk mitigation and change adoption
- Strong analytical and problem-solving skills including the ability to synthesize complex information and data into actionable insights and recommendations
- Demonstrated experience independently leading high-visibility cross-functional initiatives in a complex organization and driving work from concept through implementation with minimal oversight
- Demonstrated change management experience leading organizational rollouts system implementations and adoption efforts including stakeholder engagement communications training support and mitigation of implementation risks
- Ability to design implement and improve processes workflows and systems to support operational effectiveness and scalability
- Experience using project and workflow management tools such as Smartsheet or similar platforms to track manage and communicate complex work
- Demonstrated ability to translate business and operational needs into technical requirements and work effectively with IT teams developers technical staff and vendors to implement and optimize systems tools and workflows
- Experience leading or supporting implementation of enterprise systems digital tools web-based platforms or technical solutions including requirements gathering testing workflow design and stakeholder adoption
- Experience designing surveys and analyzing qualitative and quantitative data to support planning evaluation and decision-making
- Demonstrated ability to independently evaluate pilot and apply AI-enabled tools and automation to improve workflows communication analysis and program delivery with sound judgment regarding risks limitations and appropriate use
- Strong written and verbal communication skills including the ability to develop clear communications present complex information effectively and influence stakeholders at all levels
- Demonstrated ability to prioritize and manage multiple initiatives in a fast-paced complex environment
- Demonstrated ability to independently define approach structure ambiguous work and move complex initiatives forward in the absence of detailed direction
High level of independence sound judgment initiative and accountability in managing complex work
About Company
About UCSF The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only camp ... View more
