CTB Coordinator

UCSF•San Francisco, CA

3d•Hybrid

About The Position

The Center for Tuberculosis Coordinator will work closely with the Center’s leadership and staff team to manage and facilitate the administrative and programmatic duties of the Center’s programs and initiatives, (specifically but not limited to the Center’s mentorship programs, and events). The Coordinator will support the Center’s mission through management of services and meetings, evaluating and reporting deliverables, tracking pilot awards/stipends, draft content for online communications, and managing the logistical support for event coordination. The Coordinator will need to possess excellent coordination skills, budgetary tracking management of multiple streams of funding, compliance and administrative expertise. The incumbent will require knowledge of grant writing and reporting, and will manage the development of content for the UCSF Center for Tuberculosis newsletter and websites with assistance from web technicians and should be familiar with NIH funded grants. The Coordinator will support the Center for Tuberculosis program team with administrative tasks, such as managing vendor contract agreements, reimbursements, and other duties as assigned by Center Leadership. The Coordinator is expected to have the ability to organize, track and follow up on issues across multiple streams of work and manage resources to meet established deadlines or escalate issues in a timely fashion. Strong candidates will be service oriented team players with good communication skills and attention to detail, excellent time management, problem solving skills, and willingness and ability to be flexible and adjust to new projects and priorities as they arise.

Requirements

Bachelor's degree in related area and / or equivalent experience / training.
3 years directly related experience
Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
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.
Ability to use discretion and maintain confidentiality.
Strong skills in short-term planning, analysis, problem-solving, and customer service.
Ability to support design of workshops or trainings related to TB, DEIA and global health topics.
Knowledge on budget monitoring and financial management.
Strong skills in analyzing, researching and synthesizing large amounts of data for preparing sound and relevant proposals / analyses.
Ability to multi-task with demanding timeframes.
Expert ability to work with dynamic and diverse group of faculty, staff, and trainees.
Strong self-starter, creative in problem solving and innovations, organized

Nice To Haves

Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
Solid knowledge of common University-specific computer application programs.
Knowledge and experience on NIH-funded grants and grant writing (for supplements and progress reports).

Responsibilities

Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program.
Oversee and streamline the execution of comprehensive administrative functions for the UCSF Center for Tuberculosis, ensuring alignment with organizational goals and operational efficiency.
Curate and develop detailed agendas, minutes, and actionable items for program meetings, synthesizing insights to support strategic discussions and decision-making processes.
Coordinate and orchestrate the logistical components, such as room reservation, IT set-up, and catering logistics of in-person meetings, ensuring seamless execution and high-level engagement among participants.
Design, implement, and sustain standard operating procedures for managing the Center’s listserv, maintaining an efficient and organized communication platform for all members.
Serve as a representative of Center leadership by responding to program inquiries, addressing stakeholder needs with professionalism and accuracy in official communications.
Develop and execute targeted outreach strategies to promote and maximize application submissions for the Center's programs and initiatives, expanding awareness and participation.
Facilitate the pre-submission and post-decision processes for TB award allocations, by preparing required application materials, coordaining approval meetings, and follow-up actions (i.e. emailing PI’s for missing items) to ensure timely progression of the award.
Administer and monitor the compliance of awarded funds and stipends with relevant funding policies, conducting regular reviews and reporting to maintain alignment with financial guidelines.
Oversee the administration of travel support, vendor contract agreements, and reimbursement processes, ensuring adherence to institutional policies and timely resolution of logistical requirements.
Develop and enhance Monitoring & Evaluation Tools for tracking scholar’s achievements and program outcomes.
Participate in the design of annual web-based surveys of program participants and graduates.
Maintain an updated list of contact information for program graduates and tracking responses to annual surveys.
Monitor the scholar’s educational stipend spending.
Monitor report deadlines, facilitate report outlines for PIs.
Track scientific innovations, publications, number of pilot projects funded, number of intramural and extramural grants received, number of applicants and investigators accepted and mentored, TB career retention metrics.
Collaborate with UCSF Grants Manager and Principal Investigators on preparing and drafting progress budget reports to be submitted to funders, based on data collected by the PIs.
Drafts online communications materials/content for the Center newsletter and websites
Manages the planning and coordination of annual events hosted by the Center, including World TB Day, Bay Area TB Science Symposium and DEIA events.
Set agenda and facilitate recurring planning committee meetings
Respond to email inquiries regarding event logistics/registration
Manage event registration process
Coordinate all logistics for events, including booking event space, speakers, and catering logistics
Assist with the design of workshop sessions
Support with day-of activities (set up, take down, etc)
Other Duties as assigned.