Administrative Program Manager

UCSF•San Francisco, CA

1d•$46 - $72•Hybrid

About The Position

This role serves as an Administrative Program Manager, a hybrid position with an initial four-month duration that may be extended. The position starts fully on-site and transitions to 2-3 days per week on-site. The Administrative Program Manager will manage, plan, and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. Reporting to the CAO, this role provides project and program management support, works with various campus departments and external organizations, and develops and implements operational policies and procedures. Key responsibilities include managing administrative programs and strategic initiatives, planning high-level events like the CVRI annual scientific retreat, executing communication strategies (website, newsletters), supporting training grants, assisting with faculty recruitment, and providing administrative support to leadership, including process improvement and minute-taking. The ideal candidate is highly organized, flexible, diplomatic, and possesses excellent communication skills, with the ability to prioritize in a fast-paced environment and work independently.

Requirements

Must be able to prioritize in a fast-paced environment.
Must be able to independently analyze issues.
Must be able to work with minimal supervision.
Must be exceedingly well-organized and flexible.
Diplomacy and tact are essential.
Excellent verbal and written communication skills.

Nice To Haves

Experience in administrative operations.
Experience in project and program management.
Experience with meeting and event planning.
Experience with communication strategy execution.
Experience supporting training grants.
Experience supporting faculty recruitment.
Experience with process improvement on administrative processes and staffing.
Experience taking minutes at meetings.

Responsibilities

Manage, plan, and administer a range of administrative operations and programs for CVRI to support the unit and its leaders. Administrative operations include budgetary financial management and human resources and may include IT, facilities, student services, and/or contracts and grants.
Work closely with the CAO to set and implement policies, procedures, and systems and follow through with implementation.
Liaise with other departments and units across campus to support CVRI’s mission and achieve unit goals.
Assist with reviewing CVRI’s processes and procedures to identify opportunities for improvement.
Assist with the design and maintenance of CVRI’s website content.
Draft newsletters and other communications to the public and CVRI constituents and colleagues.
Support CVRI’s T32 training grant(s) and education and training programs, including recruitment, reporting, grant renewal efforts, and program improvement projects.
Coordinate and participate in a variety of human resources activities, including faculty and staff recruitment efforts, such as arranging travel, planning itineraries, and facilitating search committee meetings.
Administer facilities and space logistics and manage equipment needs.
Plan and provide logistical support for high-profile CVRI events such as the Annual Retreat, holiday party, donor appreciation events, and institute-wide team-building events.
Provide logistical support for day-to-day CVRI meetings such as the CVRI Executive Committee, faculty research meetings, trainee seminars, and staff meetings. Support includes scheduling meetings, preparing and distributing agendas, taking notes, and drafting and circulating meeting minutes.
Provide administrative support for CVRI leadership and assist the unit with other projects as assigned.