ADMIN OFCR 3 CX

UCSF•San Francisco, CA

6d•$48 - $76

About The Position

The Administrative and Special Projects Lead provides high-level administrative, operational, and project management support to the Undergraduate Medical Education (UME) Office at UCSF Fresno. The role plans, coordinates, and executes administrative and organizational activities that advance UME priorities, with a primary focus on expanding the San Joaquin Valley Program in Medical Education (SJV PRIME) at the Fresno campus. The Lead serves as a liaison among UCSF, UCSF Fresno, and UC Merced to coordinate curricular and non-curricular expansion activities and ensure alignment across partner institutions, while transitioning curricular components to the appropriate team member. The position leads the UME Assistant Dean support team and coordinates faculty recruitment and academic search processes, including faculty searches, appointment processes, and search documentation. It independently manages projects affecting UME operations, including alumni engagement, faculty tracking, staff engagement and development, special data requests, grant support, and admissions support. The Lead also supports program resource and work group efforts and facilitates timely communication between the UME office and Fresno-based teams. A key area of responsibility is developing and managing the Alumni Connection Program to promote mentorship and alumni engagement. Working under general direction, the Lead manages complex, time-sensitive projects for the Assistant Dean and other senior leaders, often with minimal supervision. The role serves as a primary liaison for faculty supporting UME functions, provides operational continuity when key personnel are absent, and oversees reports and analyses such as annual reports, engagement metrics, and data requests. UCSF Fresno is a regional campus of the UCSF School of Medicine in California’s Central Valley. Its UME Department oversees health professions education programs at the regional campus, including SJV PRIME, and supports medical students, visiting students, and other undergraduate learners. The department works with UCSF School of Medicine partners in Student Experience and the Assessment, Curriculum & Evaluation teams. The UME Office implements strategic directives for medical student education at Fresno and supports a high-quality learning and teaching environment aligned with UCSF’s PRIDE values.

Requirements

Bachelor’s degree in a related field and five years of experience, or equivalent experience and training.
At least three years of program coordination experience demonstrating sound judgment in carrying out tasks and representing leadership and supported programs.
Thorough knowledge of relevant University-specific policies and regulatory requirements.
Solid knowledge of health professions education program requirements and thorough knowledge of the health professions education industry.
Ability to prioritize work accurately and independently and function effectively under competing priorities and stress.
Demonstrated experience and documented excellence in oral and written communication, including active listening and critical thinking.
Strong interpersonal skills and ability to communicate effectively, verbally and in writing, with all levels of staff.
Ability to cooperate with and support others, work productively with people from different backgrounds, and show empathy and awareness of impact on others.
Strong problem-solving skills to assist learners and resolve issues.
Excellent organizational and analytical skills, attention to detail, and ability to complete accurate work on time and manage short, competing deadlines.
Thorough knowledge of educational software and platforms, and ability to analyze and seek solutions that enhance the user experience.
Ability to use discretion and maintain confidentiality with professionalism.
Ability to identify when supervisor guidance is needed, and demonstrate initiative and flexibility when working independently and as part of a team.

Nice To Haves

Valid California Driver’s License.

Responsibilities

Oversee UME operations, including program expansion, faculty searches, and alumni support; provide administrative and operational support to the department, faculty, and leadership teams.
Apply project management principles to educational issues and coordinate work with matrixed teams and stakeholders.
Serve as the point person for faculty recruitment interviews for open program faculty director positions, including interview logistics, candidate communications, onboarding and offboarding, search documentation, and follow-up correspondence.
Maintain an ongoing database of faculty hires and transitions, coordinate faculty committee assignments, and regularly communicate faculty changes within the department and across partner institutions.
Develop and maintain the UCSF SJV PRIME Alumni Connections program, including managing alumni contact information in a Smartsheet database, producing newsletters, maintaining communications, and identifying alumni for mentorship opportunities with the curriculum team.
Support staff engagement, professional development, communications, grant activities, and other departmental projects; monitor documentation and policy compliance and develop processes that meet regulatory requirements.
Support and steward planning committees and working groups; coordinate PRIME expansion work groups, set agendas, document minutes, communicate decisions, and assist with implementation at the Fresno campus.
Develop and maintain program communication resources in accordance with UCSF digital, editorial, and brand standards; assist with the program website and provide backup support for web and wiki resources.
Coordinate the department’s annual engagement process, identify opportunities with managers and leaders, draft annual engagement goals, facilitate their completion, communicate with staff and stakeholders, and serve as the department’s Engagement steward.
Perform assigned duties and develop and maintain office policies, procedures, and standard operating procedures, including an annual review process to keep policies current.
Assist the manager and/or Assistant Dean with new initiatives, program expansion retreats or conferences, academic recruitment, and alumni engagement events.
Assist with annual updates to staff and holiday schedules, emergency contacts, and emergency preparedness.
Serve as lead data management staff and respond to internal and external data requests.
Participate in program budgeting and accounting processes to support the program’s financial infrastructure.
Support UME staff during vacations, absences, holiday breaks, and major program events as directed.
Prepare reports and analyses, including annual reports, engagement metrics, and requested data such as VA/UME data.
Provide operational continuity in the absence of key personnel and serve as a primary liaison for faculty supporting UME functions.