Executive Projects Manager - Thoracic Surgery

Job Description

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short-range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

The Department of Surgery, Division of Thoracic Surgery, seeks an experienced and adaptable Executive Projects Manager to lead administrative, financial, personnel, research, and event operations.

Working under the guidance of the Division Chief, Senior Directors, Administrative Directors & Operations Managers, the Executive Projects Manager will play a pivotal role in advancing the division's mission of excellence in education, research, and clinical care within the high-pressure and fast-paced environment of an academic medical center.


This role requires exceptional organizational, analytical, and leadership skills to meet the complex and evolving needs of the division, while maintaining the highest standards of professionalism and service. The Executive Projects Manager will work closely with faculty members, including surgeons with demanding schedules, to ensure operational efficiency and provide solutions that align with the division's priorities.

The Executive Projects Manager will oversee faculty practice operations, which include, procuring supplies, coordinating complex meetings, resolving scheduling conflicts, planning travel, processing reimbursements, editing biosketches, generating reports, and performing other administrative duties.


This position also involves optimizing faculty schedules to align with their clinical, research, and educational responsibilities. Other key responsibilities include coordinating faculty meetings, evaluations, reports, social media updates, website maintenance, on-call scheduling, vacation planning, and divisional communications.

Human resources and personnel management are vital aspects of this role. The Executive Projects Manager will serve as the division's primary HR liaison, addressing staff and faculty concerns in collaboration with the Administrative and Senior Directors.


Responsibilities include recruitment, onboarding/offboarding, payroll, timesheet management, training, performance evaluations, emergency planning, and space surveys. The incumbent will manage all hiring processes for faculty, staff, non-faculty academics, and lab personnel, as well as visitor initiatives, including volunteers, APM 430, observership, visiting physicians, and affiliates. Additionally, the Executive Projects Manager will organize major academic events, including symposiums, grand rounds, visiting professorships, events, and other programs to support education and training.

The Executive Projects Manager will actively support research operations, including grant submissions, post-award administration, expense reconciliation, lab relocations, and the development of new lab initiatives.


The incumbent will collaborate with Principal Investigators (PIs) to ensure compliance and operational efficiency, including student onboarding, monitoring regulatory adherence, and resolving research-related issues. Strong writing and editing skills are essential for assisting with manuscript preparation, academic posters, grant proposals, and post-award management.

Financial management is another critical responsibility of this position. The Executive Projects Manager will oversee budget planning, general ledger reconciliation, on-call revenue and billing, and grant funding administration.


The incumbent will ensure accurate financial transactions, strict compliance with UCSF policies, and efficient allocation of resources to support research and operations. This includes managing pre- and post-award grant processes, monitoring expenses, forecasting financial needs, and identifying cost-saving opportunities to improve efficiency.


The Executive Projects Manager will collaborate with PIs, faculty, and divisional leadership to optimize budgets, maintain compliance with funding regulations, and contribute to the division's overall financial health and strategic priorities.

This role requires fostering collaboration across multiple divisions and departments, working closely with faculty, staff, and external stakeholders to support shared initiatives and priorities. The incumbent will participate in cross-coverage training, workshops, and collaborative projects across teams, while providing support to managers in Vascular Surgery, Cardiac Surgery & Lung Transplantation, and the Department of Surgery. Responsibilities include contributing to interdivisional and interdepartmental initiatives, ensuring cross-coverage as needed, and serving as backup support for residency and fellowship programs.

The Executive Projects Manager must demonstrate the ability to work effectively with diverse teams and individuals, adapt to varying personalities and demands, and analyze issues to identify limitations, boundaries, and critical needs. This role requires making informed decisions, providing actionable recommendations, escalating issues when appropriate, and proactively addressing challenges to benefit the division, department, and institution.


To excel in this role, the Executive Projects Manager must possess a comprehensive understanding of UCSF's administrative policies, travel and entertainment guidelines, HR protocols, union agreements, CME regulations, ACGME and OGME requirements, grant management processes, medical center standards, campus policies, and event planning strategies. The incumbent should possess substantial experience in financial oversight, academic operations, educational management, program and project management, and research administration. The ability to execute high-level tasks independently, think critically, lead teams, and adapt effectively within a dynamic environment is essential. Exceptional organizational and interpersonal skills are required, along with a willingness to approach all responsibilities with flexibility and a hands-on attitude-no task is too small for this role.

The Executive Projects Manager must be highly responsive and flexible, able to return on-site three times a week and occasionally work evenings or weekends with limited notice to accommodate urgent operational needs. Other projects may be assigned as needed and are not limited to the responsibilities outlined in this post. This position offers an opportunity to make a significant contribution to the Division of Thoracic Surgery's mission while supporting the broader goals of the Department of Surgery and UCSF.

Responsibilities

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

10

Drive high-level strategic initiatives and project/program management for the Division Chief, Faculty, and Directors. Oversee sensitive and confidential matters while aligning executive priorities with organizational goals. Provide recommendations and solutions to ensure the successful and timely execution of key deliverables and initiatives.

The responsibilities include, but are not limited to, the following duties:

Faculty Recruitment, Onboarding, Offboarding, Compliance & Credentialing:

• Serve as a technical leader within our division and broader community which requires a high degree of expertise in the field, including recognized proficiency in specific areas.

• Tackling complex challenges that often lack precedent or established frameworks.

• Manage programs that include strategy formulation, policy development, process optimization, and resource administration.

• Serve as the primary contact for communications with leadership regarding faculty hires, personnel changes, call schedules, and division chief requests.

• Act as the primary liaison for compliance with UCSF Medical Staff Bylaws, credentialing, privileging, and risk management policies.

• Ensure annual issuance of certificates of insurance for outreach clinic activities and provide compliance reports to the Division Chief.

• Manage faculty recruitment logistics, onboarding/offboarding, merits, promotions, credentialing, and reappointments, with regular process reviews for improvement.

• Support faculty search committees, including applicant communication, meeting organization, and documentation for selected candidates.

• Facilitate faculty advancement, promotion processes, travel policy compliance, personnel allocation, and special projects.

• Adjust and analyze faculty schedules to address dynamic needs, including clinical responsibilities and holiday coverage, while troubleshooting schedule-related issues.

• Collaborate with clinical staff to provide updates and resolve scheduling conflicts efficiently.

• Manage the on-call master calendar for faculty across various services, ensuring accurate distribution and updates for UCSF and non-UCSF sites.

• Act as the lead reviewer and approver for Paid Time Off (PTO), payroll requests, and support on-call scheduling via AMION. Review Time Off / Create a leave request system for faculty. Prepare annual faculty time survey and educational effort reports.


• Coordinate high-level events, operational training, and ongoing development, ensuring assigned staff complete project logistics.

• Lead special projects, ensuring alignment with division goals and objectives.

• Facilitate logistics for divisional meetings and events, serving as the primary point of contact for vendors, facilities, and visitors.

• Collaborate with the Chief/Directors to identify and manage professional service contracts supporting faculty clinical relationships with non-UCSF medical facilities.


• Provide timely updates to directors on operational matters impacting faculty and staff.

• Facilitate meetings, performance improvement initiatives, and strategic project execution.

• Support strategic planning and process improvement initiatives for divisional operations.

• Collaborate with leadership to align divisional priorities and maintain operational efficiency.

10%

Manage, plan, and administer 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.).

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.

Human Resources / Personnel Support


• Act as the Division's HR liaison to process HR appointments and door requests, escalate matters to leadership when needed.

• Working closely with Chiefs/Directors to facilitate recruitment, hiring, onboarding, and training for faculty, staff, and visitors.

• Work closely with directors to offer guidance/mentorship, address issues, provide training guides, memos, and ensure adherence to the division's expectations and project outcomes. Identify training needs, support staff's career development and improve knowledge gaps.

• Lead performance improvement initiatives through training programs, coaching sessions, onboarding plans, and career development opportunities.

• Oversee the staff engagement and development programs, incorporating feedback from tools like Gallup Poll results.

• Ensure support staff are fully trained to assist faculty effectively in professional activities (e.g., CV management, conference participation, visiting professorships).

• Oversee faculty advancement and promotion processes, including appraisals, personnel allocation, travel policy compliance, and account management.

• Conduct regular staff meetings to disseminate policy updates, align team goals, and ensure consistent communication.

• Provide cross-coverage training for staff to ensure operational continuity.

Administrative and Office Management

• Oversee day-to-day divisional operations across key areas.

• Train and cross-train academic support staff to ensure backup coverage and seamless operations.

• Manage divisional calendars, leave requests, coverage plans, email distribution lists, and administrative communication tools.

• Develop and maintain standard operating procedures (SOPs), training tutorials, and internal portals to streamline onboarding and compliance.

Oversee facilities management, including space planning, renovations, moves, inventory control, and cleaning services.

• Ensure the division's Emergency Evacuation Plan is up-to-date, oversee disaster preparedness training, and maintain accessible emergency supplies.

• Manage the purchase, maintenance, and training for division-issued cell phones, including analyzing invoices and optimizing international/domestic usage plans.

• Implement inventory control policies to ensure cost-effective purchasing and timely updates of stock levels and resources.

• Facilitate compliance activities, including accreditation, Continuing Medical Education (CME) initiatives, and documentation for site visits.

• Serve as the division's IT liaison, addressing issues and escalating complex matters to IT personnel.

• May serve as a safety coordinator/floor warden for emergencies

Communications and Branding

• Lead the development, maintenance, and updates of the division's website, ensuring alignment with UCSF digital policies and brand identity standards.

• Manage website content to highlight research outcomes, clinical work, and divisional activities, ensuring compliance with UCSF editorial guidelines.

• Collaborate with research labs, clinical research teams, and the fellowship manager/administrator for website updates and content creation.

• Write strategic communications to promote the division's clinical, research, and teaching programs.

• Oversee branding, marketing, and media initiatives, including newsletters, social media platforms, and printed materials.

• Ensure website consent is consistent in compliance with UCSF standards.

15%

Applies advanced concepts to perform analysis to determine future resource allocations on projects.

Represent the department on business issues to the institution community and serve on committees


Leadership and Operational Support:


• Serve as the primary contact for communications with leadership regarding faculty hires, personnel changes, call schedules, and division chief requests.

• Provide timely updates to directors on operational matters impacting faculty and staff.

• Facilitate meetings, performance improvement initiatives, and strategic project execution.

• Lead staff meetings, training sessions, and one-on-one discussions to address team goals, performance, and development.

• Support strategic planning and process improvement initiatives for divisional operations.

• Collaborate with leadership to align divisional priorities and maintain operational efficiency.

Cross-Divisional and Departmental Collaboration and Support

• Provide cross-coverage training to ensure continuity of operations across teams.
• Collaborate with directors, managers, and the division chief on special projects and strategic initiatives.
• Ensure adequate staffing coverage during periods of short staffing.
• Collaborate on interdivisional and interdepartmental initiatives and provide cross-coverage as needed, including serving as backup support for residency and fellowship programs.
• Participate in cross-divisional and departmental initiatives to support shared goals.
• Oversee operations across multiple divisions as assigned, ensuring alignment with organizational priorities, divisional objectives, and evolving departmental structures.
• Strategic Collaboration, Decision Support, Adaptability, and Responsiveness

• Collaborate with the Chief/Directors/Managers on critical decisions, escalations, and unresolved issues.

• Conduct research, provide recommendations, and resolve issues independently, consulting leadership when needed.

• Maintain communication loops to ensure task resolution and follow-through.

• Exhibit flexibility in addressing timely division matters and priorities and adapting to changing needs.

• Return to the office on short notice for emergency support.

• Adjust onsite schedules as needed to accommodate division priorities and urgent needs.

• Consult, collaborate, and communicate with directors/chiefs for approvals and alignment with divisional strategic and operational priorities.

15%

Oversight of administrative operations includes budgetary financial management and human resources, and may include some of the following functions: IT, facilities, student services, and / or contracts and grants.

ACCME-CME Accreditation Program:

• Manage scholarly CME accreditation courses, including Grand Rounds, visiting professorship lectures, symposiums, and other educational programs and maintain accreditation.

• Oversee event logistics, including course registration, financial disclosures, attendance tracking, recordings, space reservations, catering, facilities rental, and speakers' travel arrangements.

• Organize dinner plans, honorarium distribution, and coordinate visitor and vendor access coordination (e.g., Vendormate/ivisitor system).

• Update and manage program-related website content, advertising materials, and social media.

Visitor Scholars and Student Programs:

• Oversee visitor programs, including APM 430, volunteers, observers, affiliates, student rotators, Sub-I rotators, podiatry student rotators, medical student rotators, and visiting scholars on local, national, and international levels.

• Facilitate HR processes such as CV review, application analysis, visa requirements, onboarding emails, orientation, and workspace setup.

Arrange faculty collaborations, research project logistics, workstation setup, lab coats, software installation, door access, and other resources.

• Support onboarding and arrival processes for visiting scholars and trainees, including HR paperwork, tours, lab access, scrub distribution, vendor systems, and other resources.

Ancillary Educational Programs:

• Lead didactic lectures, journal clubs, student interest group lectures, and trainee rounds.

• Coordinate room reservations, catering, and logistical support for meetings and programs.

Policy Compliance and Execution:

• Ensure adherence to UCSF and departmental policies across all programs and events.

• Facilitate communication with speakers, staff, visitors, and external collaborators.

• Ensure smooth execution of ancillary education programs and visitor-related initiatives and optimize scheduling and resource allocation.

10%

Applies advanced concepts to perform analysis to determine future resource allocations on projects.

Grant and Research Support

• Facilitate grant submissions and post-award processes, including tracking grants, sub-awards, and vendor payments, while collaborating with faculty and research teams.

• Coordinate grant proposal preparation, ensuring compliance with federal and state regulations and accuracy of budgets, justifications, and biosketches.

• Assist with the non-technical aspects of manuscript development, including formatting, proofreading, editing, and submission for faculty research and publications.

• Support the creation and maintenance of bibliographies and research databases, such as EndNote, as needed.

• Prepare manuscripts and academic posters for submission before national meeting deadlines and manage printing logistics.

• Review grant budgets and expenses, ensuring appropriate spending and alignment with funding guidelines.

• Collaborate with post-award teams to review funding balances and salary projections.

• Partner with data analysts, Clinical Research Coordinators (CRCs), research managers, and directors to interpret data and create visual representations, including graphs and charts.

10%

Develops and prepares complex budget with multiple funding sources for grants, general appropriations, and endowments. Prepares short and long-range planning for administrative services operations and improvements to processes.

Financial and Budget Management

• Develop and prepare complex budgets involving multiple funding sources, including divisional accounts, departmental accounts, grants, and endowments.

• Conduct financial analysis for complex funding scenarios, budgetary projects, and resource allocation to support strategic decision-making.

• Prepare short- and long-range plans for administrative operations, including process improvement recommendations.

• Review budgets and financial reports, ensuring accuracy in tracking, forecasting, and reconciliation.

Monitor divisional finances, conduct trend analyses, and provide actionable recommendations for financial optimization.

• Review charges in MyExpense and BearBuy to ensure compliance with UCSF policies, investigate unusual expenses, and gather required documentation.

• Review and maintain divisional financial policies and procedures, ensuring alignment with UCSF guidelines, including entertainment, relocation, and departmental standards.

• Work closely with the Dean's Office/Finance Office to stay updated on financial policies and processes.

• Coordinate with ancillary departments and external organizations to manage division-related information, billing, and contracts, particularly for outreach practice locations.

• Ensure UCSF-owned equipment is returned by faculty/staff prior to departure and maintain accurate asset records.

• Facilitate training sessions and develop materials related to financial processes, compliance, and operational workflows.

• Collaborate on process improvements for administrative and financial systems, ensuring efficient and accurate operations.

• Process outreach hospital billings in alignment with call schedules, contract needs, and departmental expectations.

• Coordinate billing workflows, contracts, and divisional expectations with external organizations under leadership guidance.

10%

May serves as a special resource for pre-and post-contract 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.


Perform administrative operations activities as the predominant focus of the position, with accountability for operational and budget processes, staff FTE, finance, human resources, and space planning.

Lab Operations and Research Management


• Oversee administrative lab management tasks, including equipment inventory, resource allocation, hiring, onboarding, performance management, and addressing lab staff matters.

• Develop and monitor policies governing lab operations, including clinical research coordination, reimbursement reporting, and compliance with safety protocols.

• Ensure property audits, space survey, and process surplus or transfer requests for equipment valued over $5,000 are completed timely manner.


• Collaborate with the lab building manager on emergency evacuation procedures, ensuring readiness and compliance with safety protocols.

• Ensure efficient lab operations by prioritizing tasks, multitasking under pressure, and supporting the onboarding and orientation of new lab staff.

• Assist faculty with manuscript development, formatting, and submission for research publications.

• Coordinate grant proposal preparation, ensuring compliance with federal and state regulations, budgets, justifications, and biosketches.

• Collaborate with post-award teams to manage the Chart of Accounts (COA), facilitate payment reviews, salary projections, and research personnel hires.

• Support lab-related activities, including donor visits, relocations, space audits, and archiving research materials.

• Ensure research supplies, charts, and documentation are organized and maintained.

• Work with IT to renew imaging machine licenses and ensure proper workstation setup.

• Collaborate with research managers, CRCs, and directors on data analysis, graph creation, academic poster preparation, research meetings, and travel coordination.

• Conduct financial analyses for resource allocation, budgetary funding, and strategic decision-making.

• Collaborate with academic analysts and faculty to manage research finances, including tracking grants, sub-awards, and vendor payments.

20%


In partnership with the Education Programs Manager, support and coordinate activities, serving as backup for the Thoracic Surgery Residency Program and the Vascular Surgery Residency, Fellowship, and Limb Preservation Fellowship programs, ensuring compliance, continuity, and alignment with program and institutional requirements.

• Provide support to the Thoracic Surgery Residency Program and the Vascular Surgery Residency, Fellowship, and Limb Preservation Fellowship programs.
• Coordinate ACGME requirements and ensure compliance with accreditation standards.
• Manage ADS updates and reporting.
• Organize and support Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) meetings.
• Prepare and distribute semiannual evaluation letters.
• Assist with annual program review and required reporting activities.
• May assist with onboarding, event planning, and grant funding applications etc.

100%
(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)
Problem Solving


Common problems solved by the employee:

• Develop immediate coverage plans when staff resign or go on extended leave. Assess workloads to determine if tasks can be redistributed among existing staff or if temporary hires are required.
• On-call coverage is a critical issue, as it can significantly impact patient care if not addressed in a timely manner. The incumbent will need to find coverage if the on-call faculty member decides to attend the seminar at the last minute.

Less frequent and more complex problems solved by the employee:

• Collaborate with administrative directors, operations managers, and HR on personnel matters that require investigation or disciplinary action.
• Ensure faculty have uninterrupted access to Apex and computer systems. Address technical issues promptly to minimize the impact on patient care operations.

Problems/situations that are referred to this employee's supervisor:

• Faculty members would like to invite a foreign-trained physician without a California medical license, to spend 2 years at UCSF in a clinical role.
• A complex reimbursement transaction involving unusual contracts, demo equipment, single-source vendors, high-dollar items, and no pre-approval was obtained.

Management of Funds:


Type of Budget

# of Current Budgets

Current yr. expenditures $

Division Expenses and Education Grants, CME Course Registration Fees

50,000

Total:


(To update total $, enter the $ amount in whole numbers (without the $ symbol - e.g., 1,000,000) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9.)

$50,000

Qualifications

Required Qualifications:

• Bachelor's degree in related area; and / or equivalent experience / training.
• Minimum of 5 years of progressive experience in administration, executive support, operations management, education program management and project management
• Must be able to return onsite within 2 hours in response to emergencies, ensuring prompt availability to address urgent operational needs.
• Advanced knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Advanced knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Advanced knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Advanced knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Advanced skills in short- and long-term strategic planning, analysis, problem-solving and customer service.
• Advanced knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Advanced knowledge of University computer applications, including Microsoft Word, Excel, PowerPoint, and Outlook, as well as UCSF Campus Systems. Experienced with or demonstrates the ability to quickly learn platforms such as PeopleConnect, UCPath, MyTime, MyExpense, Connexxus, UCMe, Advance, MyReports, PeopleSoft, UC Portal, MedHub, Oracle Cloud, JDXpert, and BearBuy. Exhibits strong computer skills to efficiently produce detailed reports and analyses using various tools.
• Advanced Project Management Skills. Effectively manages workloads, meets deadlines, and performs with accuracy under pressure. Excels in fast-paced environments, successfully handling multiple tasks with minimal direction and sound judgment.
• Demonstrates a 'no task is too small' attitude, embracing all aspects of the role with dedication and commitment to ensure the success of the team and organization. Promotes a culture of humility and teamwork by taking ownership of all responsibilities, regardless of scope, and contributing to the organization's overall goals.
• Demonstrates a practical, hands-on approach with the willingness to engage directly in tasks, combining technical expertise with a 'can-do' attitude to drive success. Exhibits accountability and problem-solving skills by recognizing and admitting mistakes, analyzing root causes, and implementing effective solutions to improve workflows and maintain operational excellence.
• Demonstrates track records of exceptional attendance, reliability, and adaptability.

Preferred Qualifications:

• Master's Degree or in related area
• Advanced Knowledge in ACGME Residency/Fellowship Management and ACCME accreditation requirements and operational procedures
• Experience working with surgeons in an academic setting
• Experience with Apex preferred

About Us

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 campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here.

Join us to find a rewarding career contributing to improving healthcare worldwide.

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.

Salary Information


The final salary and offer components are subject to additional approvals based on UC policy.


Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.


To learn more about the benefits of working at UCSF, including total compensation, please visit: