Program Manager

Job description

JOB SUMMARY:
Please note: This is a part-time, 50% appointment with full benefits, including medical, vision, and dental coverage.
We're looking for a Program Manager to help lead operations for an NIH-funded mentoring and research program at UCSF, which trains the next generation of investigators working to eliminate hepatitis C among people who use drugs. You'll join a small, high-functioning research group where your judgment on program design, not just execution, is expected and valued.
As the operational backbone of the Morris Mentoring Circle, a tiered mentoring structure spanning students, postdoctoral fellows, and junior faculty, and of the PI's broader HCV research portfolio, you will own the systems that make mentoring, research administration, and departmental initiatives run well: dashboards that make progress visible, reporting that satisfies NIH reporting requirements without redundant effort, and event and meeting logistics that reflect well on the program to funders, collaborators, and community partners.
This role suits someone who treats "good enough" trackers and templates as unfinished work, who can take a loosely defined task (build a mentee progress system, evaluate a workshop series) and turn it into a feasible, reusable tool, and who is comfortable being the person others rely on to know where things stand. In all activities, the role reflects UCSF's PRIDE values, professionalism, respect, integrity, diversity, and excellence, in how it supports mentees, faculty, and community partners alike.
DEPARTMENT SUMMARY:
The Department of Epidemiology and Biostatistics (DEB), housed within the UCSF School of Medicine, is the largest department of epidemiology in the University of California system. The DEB is the epicenter of many of UCSF’s initiatives in population health, data science and informatics, health service research, health equity and artificial intelligence. The DEB has three missions: 1) education, 2) science, and 3) research. Its educational mission is to train students in epidemiologic and biostatistical methods for studying disease etiology and prevention, evaluating tests and treatments, and using evidence-based approaches in clinical practice and population health. The scientific mission of the DEB is to perform outstanding basic, clinical and population health research along a spectrum from molecules to society and to develop tools for the translation of knowledge that will improve clinical practice and population health and ensure optimal use of resources. The clinical mission of the Department is to support the practice of public health and preventive medicine in local, state, national and international health agencies.
of time
Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
10 Yes
Provides analyses for complex budget, financial, academic, data, systems and resource projects working directly with all levels of managers.
• Maintain structured dashboards for mentee progress (goals, milestones, deliverables) and portfolio outcomes; reconcile small budgets for mentoring workshops and activities; generate regular status updates to support NIH reporting and PI oversight.

5 Yes
Proposes, leads and / or participates on policy and planning committees and working groups. Provides strategy development for organizational or research initiative.
• Support DEB DEI committee and K24 mentoring planning (annual calendars, roadmaps); coordinate workgroups; draft agendas and pre-reads; align timelines across K24/DEI/research commitments.

10 yes
Conducts post-implementation analysis to determine the need for further enhancements, finer distinctions and / or additional process / policy components.
• After seminars, workshops, and mentoring cycles, run debriefs; Evaluate mentoring activities through participant feedback surveys (e.g., Qualtrics or RedCap) and debriefs; analyze attendance, engagement, and outcomes; provide recommendations to improve future mentoring sessions and program alignment..

5 yes
Develops proposals and recommendations to guide and support a broader strategic direction for the organization or initiative.
• Recommend annual cadence, prioritization, and resource allocations across K24/DEI/research; propose standard toolset (Teams/Box/trackers) and shared templates to reduce duplication.

25 yes
Coordinates efforts with a variety of external and internal contacts; researches organizational structures, policies and procedures and summarizes best practices in field. Provides technical guidance and quality assessment.
• Serve as central point of contact with partners, speakers, and mentees; manage complex scheduling; ensure quality of agendas, minutes, slide decks, and event materials; provide how-to support on trackers and SOPs.

5 yes
Performs ad hoc, analytical studies on a wide variety of policies, programs and issues which are complex in nature.
• One-off analyses such as mentee pipeline and progress mapping (K24), DEI seminar reach and feedback trends, and dissemination uptake for manuscripts/presentations; scenario analyses for event cadence.

10 yes
Coordinates implementation with cross-organizational departments or external entities as needed.
• Roll out SOPs/tools with DEB admin, IGHS, and SFSU partners; coordinate facilities/AV/Zoom; manage vendor onboarding and community partner payments/honoraria processing; align timelines with other departmental initiatives.

20 yes
Researches and drafts complex proposals, reports, briefings, executive summaries, and speeches. Establishes and maintains contacts internally and with external constituents for the collection and exchange of data.
• Draft NIH K24 progress summaries, DEI quarterly/annual reports, and briefings for leadership; maintain stakeholder contact lists and communications schedules; compile data for funder reporting.

10 yes
Develops scope of work, budgets, and reports for project requirements.
• Draft SOWs for consultants/speakers and mini-projects (e.g., toolkit development); prepare micro-budgets and track expenses; deliver brief close-out reports against scope, timeline, and metrics.

100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)
Required:
• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum 3+ years directly relevant experience
• Knowledge of common organization- or research-specific and other computer application programs
• Strong communication and interpersonal skills to communicate effectively, both verbally and in writing
• Ability to use discretion and maintain all confidentiality
• Analytical / problem-solving skills
• 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
• Strong policy analysis techniques
• Excellent verbal and written communication skills with experience drafting program communications and reports
• Ability to track and report on program milestones, metrics, and deliverables
• Experience working in higher education, public health, or research environments preferred
• Commitment to diversity, equity, and inclusion principles and ability to apply them in program coordination