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$726Macross three sites with ~3,000 employees and trainees. The DOM comprises22%of all UCSF faculty,26%of the SOM's faculty, and20%of the SOM budget.The DOMhas consistently ranked among the top departments of medicine in the country. Job Description 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 Manage, plan, and administer a full range of administrative operations in a small to medium academic department or program, where operations are significantly complex in terms of budgetary funding, staff, and faculty. Lead planning, coordination, and execution of high‑visibility, cross‑functional initiatives that support Department of Medicine strategic and operational priorities. Manage a diverse portfolio of projects that may include faculty and research programs, organizational initiatives, systems and web–based implementations, and process improvement efforts. Provide programmatic and project support to senior leadership, including development of presentations, briefing materials, project plans, and implementation updates. Coordinate across faculty, divisional leadership, and central administrative functions (HR, Finance, IT, Communications) to build alignment and maintain progress on department‑wide initiatives. Support implementation and sustainment of new programs, tools, and operational approaches across a large, complex academic medicine environment. Participate as a backup to other project managers in the Chair’s Office. Partner with central administrative units to support implementation of department‑wide initiatives and operational improvements. Coordinate operational aspects of projects that involve multiple functional areas to ensure alignment of timelines, responsibilities, communications, and deliverables. Support leadership in advancing strategic initiatives that require collaboration across administrative and academic functions. Design and administer surveys, needs assessments, and other feedback tools to support project planning, prioritization, and continuous improvement. Analyze qualitative and quantitative data to identify trends, assess initiative effectiveness, and inform leadership recommendations. Develop reports, dashboards, summaries, and presentation materials to support decision‑making, implementation planning, and resource prioritization. Evaluate operational needs and identify opportunities to improve efficiency, standardize workflows, and better align resources with departmental priorities. Identify and pilot opportunities to leverage AI–enabled tools and automation to improve workflows, communication, and program delivery. Represent the department on business issues to the institutional community and serve on committees. Serve as a liaison between the Chair’s Office and divisions, faculty, and central administrative units on strategic and operational initiatives. Represent the Department on cross‑functional workgroups, committees, and planning efforts related to systems, operations, communications, and organizational improvement. Support special projects and emerging priorities on behalf of Department leadership. Provide flexible support across emerging priorities and projects, adapting to evolving departmental needs and taking on additional responsibilities as they arise. Required Qualifications Bachelor’s degree in a 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. #J-18808-Ljbffr University of California - San Francisco