Academic Program Management Officer IV

UCSF•San Francisco, CA

8d•$119,490 - $187,215

About The Position

The Quantitative Biosciences Institute (QBI) at UCSF seeks a Scientific Project Manager to manage and coordinate collaborative research initiatives across multiple investigators and scientific programs. Working with QBI leadership, Principal Investigators, and internal and external partners, the position independently oversees the planning, implementation, and ongoing management of multi-PI biomedical research programs and projects. The role manages program timelines, milestones, deliverables, budgets, meetings, communications, and operational activities to keep projects aligned with established goals. It coordinates work across research teams and external stakeholders, identifies and resolves dependencies and operational issues, supports program strategy and major initiatives, and represents QBI programs to collaborators and partners. The position also supports grant proposals and progress reporting, scientific meetings and conferences, program documentation, scientific writing, and funding-related activities. It requires independence, sound judgment, strong organization and communication skills, and the ability to manage multiple complex priorities and stakeholders in a collaborative research environment. QBI advances collaborative, interdisciplinary research in biology and biomedicine. It brings together researchers across biomedical and physical sciences to apply quantitative approaches to fundamental biological questions and human disease, supporting innovative research and scientific discovery. Employees are expected to maintain high standards of accuracy, confidentiality, professionalism, research integrity, and respect for intellectual property and information sources.

Requirements

Minimum 5 years of progressively responsible project or program management experience, preferably in an academic, research, biomedical, or similarly complex environment.
Demonstrated experience managing complex projects or programs involving multiple stakeholders, workstreams, and competing deadlines.
Demonstrated ability to develop and manage project plans, timelines, milestones, deliverables, dependencies, and priorities.
Demonstrated experience coordinating collaborative projects involving faculty, researchers, leadership, and internal or external partners.
Advanced organizational and project-management skills, including ability to manage multiple concurrent priorities and drive projects through completion.
Advanced written and verbal communication skills, including ability to prepare and edit reports, presentations, proposals, and other complex program materials.
Advanced interpersonal skills and ability to build effective working relationships across diverse teams and organizational levels.
Ability to exercise independent judgment, identify complex programmatic or operational issues, and develop appropriate solutions or recommendations.
Ability to analyze and synthesize information from multiple sources and communicate key findings, risks, and recommendations.
Proficiency with Microsoft Office, Google Workspace, and project-management or collaboration tools.
Terminal degree in a related area (PhD, JD, MD, etc.) and/or equivalent experience or training.

Nice To Haves

Experience managing or coordinating multi-investigator or multi-institutional research programs.
Experience with federally funded research programs, including grant proposals, progress reporting, or sponsor deliverables.
Experience working with NIH or other federal research sponsors.
Experience supporting program budgets, resource planning, or financial tracking in collaboration with finance teams.
Experience with scientific or technical writing, editing, or communication.
Experience organizing scientific meetings, conferences, workshops, or other collaborative forums.
Familiarity with biomedical research environments and research-related administrative or compliance processes.
Experience developing project-management tools, processes, templates, dashboards, or reporting systems.
Project management certification, such as PMP, CAPM, or equivalent.

Responsibilities

Direct and administer an independent program, with responsibility for administrative and programmatic activities.
Partner with Principal Investigators, research teams, and QBI leadership to plan and drive multi-investigator research programs through completion.
Develop and maintain program plans, timelines, milestones, deliverables, and dependencies across scientific projects and cores.
Identify risks, delays, and cross-project dependencies and work with program leadership on mitigation strategies.
Implement program-management processes and tools that support QBI operational and strategic objectives.
Identify relevant public, private, philanthropic, and collaborative funding opportunities.
Coordinate complex multi-investigator proposal development, including timelines, required materials, and investigator contributions; support renewal and continuation-funding planning.
Coordinate concurrent project deadlines, milestones, proposals, progress reports, manuscripts, meetings, and other deliverables.
Plan and facilitate project, leadership, and center-wide meetings, including agendas, materials, documentation, decisions, and follow-up.
Maintain project-management systems and documentation to provide visibility into program status, priorities, responsibilities, and deadlines.
Coordinate operational needs across participating laboratories and collaborating organizations.
Monitor project scope, milestones, resource commitments, and program outcomes across the portfolio.
Use project-management and reporting tools to identify bottlenecks, dependencies, risks, and coordination opportunities.
Work with QBI finance and program leadership to monitor resources and identify potential resource or budget adjustments.
Prepare program summaries, reports, and presentations for Program Directors, collaborators, sponsors, and other stakeholders.
Participate in committees, leadership meetings, and planning activities on behalf of assigned programs.
Support development of program priorities, renewal strategies, and future initiatives; represent QBI programs to internal and external collaborators as appropriate.
Work with QBI finance, HR, research administration, legal, communications, and other UCSF offices to address program needs.
Develop and maintain project-management processes, templates, tools, and documentation; coordinate administrative and operational requirements across research teams.
Coordinate communication, meetings, documentation, proposals, reports, and other activities involving multiple stakeholders; serve as a central coordination point between scientific teams and QBI administrative functions.
Coordinate with institutional offices to support compliance with sponsor, institutional, and research requirements and ensure deliverables meet applicable requirements and deadlines.
Provide scientific writing, editing, and coordination support for proposals, progress reports, presentations, manuscripts, and other program materials.
Support scientific conferences, workshops, other program-related events, and communications.