Admin Ofcr 4 CX

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 $726M across three sites with ~3,000 employees and trainees. The DOM comprises 22% of all UCSF faculty, 26% of the SOM’s faculty, and 20% of the SOM budget.

The DOM has consistently ranked among the top departments of medicine in the country. The Department of Medicine Chair’s 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 managers, web and application developers, 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.

• The Program & Project Manager manages a diverse portfolio of projects that may 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 and maintain progress. A core responsibility is leading organizational rollouts and change management for enterprise systems, tools, and processes that impact departmental 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 to identify and pilot opportunities to leverage AI-enabled tools and automation to improve workflows, communication, and program delivery. The Program & Project Manager operates with 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 Chair’s 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 Chair’s 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 Required

Bachelor's 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

Full time · Day shift