Admin Ofcr 3 Cx

University of California, San Francisco•Fresno, CA

5d•Onsite

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 and coordinates activities that advance UME priorities, leads special projects related to program expansion—with a primary focus on the San Joaquin Valley Program in Medical Education (SJV PRIME)—and serves as a liaison among UCSF, UCSF Fresno, and UC Merced. The position coordinates expansion activities and ensures curricular components are transitioned to the appropriate team member. The Lead supports the UME Assistant Dean and faculty recruitment and academic search processes, including faculty searches, appointments, and search documentation. The role independently manages initiatives involving alumni engagement, faculty tracking, staff engagement, data requests, grant support, staff development, and admissions support. It also supports program work groups and maintains effective communication between the UME office and Fresno-based teams. A key function is implementing and managing the Alumni Connection Program to foster mentorship and alumni engagement. Under general direction and often with minimal supervision, the Lead manages complex, time-sensitive projects for the Assistant Dean and other senior leaders, prepares reports and analyses such as annual reports and engagement metrics, serves as a primary liaison for faculty supporting UME functions, and provides operational continuity when key personnel are absent. 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, including medical and allied health education and SJV PRIME. The department supports UCSF third-year students and visiting medical students, and collaborates with UCSF School of Medicine partners in Student Experience and Assessment, Curriculum & Evaluation. 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 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 amid competing priorities.
Demonstrated excellence in oral and written communication, including active listening and critical thinking.
Strong interpersonal skills and ability to communicate effectively with all levels of staff, verbally and in writing.
Ability to cooperate with and support others and work productively with people regardless of background.
Empathy and awareness of the impact of one’s actions on others.
Strong problem-solving skills to assist learners and resolve issues.
Excellent organizational and analytical skills and attention to detail.
Ability to complete accurate work on time and manage short and competing deadlines.
Thorough knowledge of educational software and platforms.
Ability to analyze issues and identify solutions that enhance the user experience.
Ability to use discretion and maintain confidentiality with professionalism.
Ability to recognize when supervisor guidance is needed.
Initiative and flexibility to work independently and as part of a team.

Nice To Haves

Valid California Driver’s License.

Responsibilities

Provide administrative and operational support to the UME Department, faculty, and leadership teams.
Oversee operations related to program expansion, faculty searches, and alumni support.
Apply project management principles to educational issues and collaborate with matrixed teams and stakeholders.
Coordinate faculty recruitment interviews, candidate communications, interview logistics, onboarding and offboarding, and follow-up correspondence.
Collect and maintain faculty search documentation in accordance with UC policies.
Maintain current databases of faculty hires and transitions, coordinate faculty committee assignments, and communicate faculty changes across the department and partner institutions.
Develop and maintain the SJV PRIME Alumni Connections program, including alumni contact information, newsletters, alumni communications, and mentorship connections.
Support staff engagement, professional development, communications, grant activities, and other departmental projects.
Monitor program documentation and policies for compliance, and develop processes to meet regulatory requirements.
Coordinate PRIME expansion programs and related work groups or committees; prepare agendas, document minutes, and communicate decisions to stakeholders.
Assist with implementation of initiatives at the Fresno campus and support the Director and Dean with new initiatives.
Develop and maintain program communication resources in accordance with UCSF digital, editorial, and brand standards; assist with website maintenance and serve as backup for web and wiki support.
Coordinate the department’s annual engagement process, draft engagement goals, facilitate completion, and communicate with staff and stakeholders.
Develop and maintain office policies, procedures, and standard operating procedures, including an annual review process.
Assist with planning and implementing initiatives such as expansion retreats, conferences, recruitment activities, and alumni engagement events.
Assist with annual updates to staff schedules, holiday schedules, emergency contacts, and emergency preparedness information.
Serve as lead data management staff member and respond to internal and external data requests.
Participate in program budgeting and accounting processes.
Support UME staff during absences, vacations, holiday breaks, and major program events as directed.
Perform other duties assigned by the UME Program supervisor and leadership team.