Job Description

The Division of Geriatrics is seeking a full-time Senior Program Manager/Administrative Director to oversee the Tideswell Emerging Leaders in Aging (ELIA) and the Department of Medicine Program for Clinician Educator Success (PRO-cess) Programs, and to serve as the Marketing & Events Specialist for the Division of Geriatrics. This multifaceted role requires independently managing several academic and research programs, overseeing all administrative operations, finance, human resources, and facilities, while also designing and developing major program components and administering the full range of operational requirements. The Senior Program Manager will work closely with program leaders to formulate short-term and long-term planning and procedures, as well as collaborate with key internal/external stakeholders to expand and sustain program initiatives. Additionally, the role involves organizing conferences, public forums, and other strategic/marketing events to advance program objectives and to expand our reach and impact. Under the direction supervision of the Division Manager, the Senior Program Manager will provide high-level leadership and operational support to multiple programs, with specific functions that may include creating program agendas and deliverables, serving as main point of contact for stakeholders, providing guidance and direction, securing program funding (including grant submission), reconciling program budgets, writing reports, hosting conferences and presentations, as well as other operational projects required for program success. A successful candidate will have a combination of visionary leadership, exceptional multitasking, and an innovative, problem-solving mindset to succeed in a highly complex and dynamic environment serving the unique needs of each program.

Tideswell Emerging Leaders in Aging (ELIA) Program

Tideswell at UCSF focuses on leadership development so that the next generation of leaders in healthcare will have the skills to improve the quality of care for older adults. Founded in the UCSF Division of Geriatrics through philanthropic support, Tideswell created one of our most successful initiatives, the Emerging Leaders in Aging (ELIA) Program. This program augments and leverages existing leadership skills for clinical, research, policy and educational initiatives in aging. The program consists of activities spanning one year, with the anticipation that the community of leaders will remain meaningful colleagues for each other throughout their careers. Under the direction of the Program Director, the Senior Program Manager will serve as the face of ELIA, liaise with leadership and key stakeholders, plan and lead all program events including marketing and fundraising initiatives, delegate tasks to other program staff as necessary, manage scholar experience, manage website and non-web-based content, lead program evaluation, improvement and fundraising initiatives, work closely with the fund manager on program finances including reporting, as well as perform other duties deemed necessary for program success.

Department of Medicine Program for Clinician Educator Success (PRO-cess)

The UCSF Department of Medicine Program for Clinician Educator Success (PRO-cess) is a professional development initiative supporting clinician-educators in advancing their careers at UCSF. These educators play key roles in teaching, mentoring, and patient care but often face challenges in career progression, academic promotions, and balancing responsibilities. DOM PRO-cess addresses these challenges by enhancing teaching skills, supporting academic advancement, fostering collaboration, and promoting work-life integration for sustainable career satisfaction and growth. The Senior Program Manager for DOM PRO-cess oversees all program operations, ensuring smooth execution of key initiatives and events. Core responsibilities include organizing weekly team meetings, managing workshop logistics (e.g., scheduling, evaluations, and follow-ups), coordinating newsletter production and distribution, and facilitating program activities such as book groups and faculty lunches. The role also involves maintaining program surveys, tracking budgets, managing program resources, and ensuring accurate documentation and communication through platforms like Smartsheet, Box, and Constant Contact. The manager serves as the central point of contact for faculty, staff, and collaborators, ensuring the program runs efficiently and meets its goals.

Division of Geriatrics Marketing & Events Specialist

Under the direction of the Division Chief and Division Manager, the Marketing & Events Specialist will leading adhoc projects aimed at promoting the Division for greater reach and impact. Projects may include: website content management and updates, hosting/leading events, working with University Development and Alumni Relations (UDAR) and other stakeholders on marketing, outreach and fundraising initiatives, as well as other projects deemed necessary for Division marketing and strategic planning.

Program Administration and Management

Directs and administers an independent program with complete responsibility for administrative and programmatic activities.

• Oversees the call for applications for leadership and clinician-educator programs, serving as the primary contact for scholars, faculty, and participants.
• Plans, coordinates, and leads program events such as workshops, webinars, faculty lunches, book groups, and Division-wide meetings, managing logistics and delegating tasks to staff as needed.
• Maintains accurate documentation and communication tools, ensuring program materials, data, and communications are properly organized in platforms like Smartsheet and Box.
• Drives communications and marketing efforts, creating newsletters, promotional materials, and managing website content to reflect current priorities and initiatives.
• Works independently to identify and resolve complex and unprecedented challenges, establish effective program processes and implement solutions that advance program goals, expansion and long-term sustainability.

Funding and Revenue Development

Identifies and pursues funding opportunities and revenue streams.

• Leads fundraising initiatives, partnering with leadership and development teams to identify funding opportunities and execute strategies to secure revenue.
• Works with University Development and Alumni Relations (UDAR) to design and implement marketing and outreach campaigns that increase program visibility and attract philanthropic support.

Program Budgeting and Accounting

Participates in advanced program budgeting and accounting processes to support financial infrastructure of program.

• Tracks program finances, monitors expenses, and ensures alignment with donor expectations and organizational priorities.
• Identifies spending anomomalies/errors, works with finance control to make corrections.
• Collaborates with leadership and finance teams to develop budgets, prepare grant proposals, and generate financial reports for stakeholders.

Program Evaluation and Improvement

Assesses program's effectiveness, and recommends changes to program's content, policies and procedures accordingly.

• Develops and disseminates evaluation surveys for workshops and programs, collects and analyzes feedback, and implements improvements for future iterations.
• Works closely with leadership to assess program needs and direction, implementing process improvements and creating tools and resources to ensure program sustainability.

Strategic Planning and Committee Participation

Serves on committees representing the program, participating in short- and long-term planning.

• Participates in strategic planning sessions with leadership to align program goals with organizational priorities and long-term visions.
• Serves as a representative for the program on internal and external committees, acting as a thought leader to contribute innovative ideas and insights for program growth and impact.

Financial and HR Resource Management

Manages financial and HR resources.

• Develops, manages, and monitors budgets while creating forecasts for efficient short- and long-term resource allocation, including identifying cost-saving opportunities.
• Works interdepartmentally to oversee grant applications and compliance, identifies new revenue sources, and collaborates on fundraising initiatives.
• Works with Division Manager to identify staffing needs, hiring processes, and onboarding to ensure teams are adequately resourced.

Interdisciplinary Collaboration

Facilitates the efforts of various departments, managers, and outside constituencies to ensure interdisciplinary collaboration.

• Facilitates interdisciplinary collaboration by aligning program goals across departments.
• Seek out opportunities for synergies and integration across teams.

Research, Conferences and Public Relations

Assists in developing research, participates in professional conferences, and provides public relations support.

• Supports research development by collaborating with program leaders to identify emerging trends, contributing to grant proposals, and preparing reports that highlight program outcomes.
• Organizes conferences and public forums to showcase program achievements, expand outreach, and strengthen relationships with stakeholders, while managing marketing campaigns to enhance the visibility of program initiatives.

Required Qualifications

• Minimum of five (5) years of relevant professional experience in program administration, research, academic medicine, healthcare, or a related field.
• Advanced knowledge of administrative, budgetary, human resources, and financial principles and practices.
• Advanced oral and written communication skills.
• Advanced ability to think creatively and independently on concepts requiring advanced analytical skills.
• Advanced interpersonal skills and ability to work with diverse groups to achieve results.
• Advanced ability to work collaboratively with internal and external peers and managers.
• Highly skilled fundraising experience.
• Experience in designing and managing program- or project-level research and evaluation.
• Proficiency in Microsoft Office, database management, and/or program management software.
• Ability to travel nationally to achieve program goals.
• Experience in grant writing, managing budgets, and supervising or managing program staff.

Preferred Qualifications

• Previous experience working in an academic/research setting and knowledge of UCSF programs & applications.

EDUCATION

Required Education

• Advanced degree in related area and / or equivalent experience / training.
• Terminal degree in a related field (PhD, JD, MD, etc.)