Job Summary The Administrative and Special Projects Lead provides high-level administrative, operational, and project management support to the Undergraduate Medical Education (UME) Office. This role plans, coordinates, and executes a broad range of administrative and organizational activities to advance UME priorities and support the overall mission of the program. This position will lead and manages special projects related to the expansion of UME programming, with a primary focus on the San Joaquin Valley Program in Medical Education (SJV PRIME) at the Fresno campus. This includes serving as a key liaison across UCSF, UCSF Fresno, and UC Merced to coordinate curricular and non-curricular expansion activities and ensure alignment across partner institutions while ensuring that curricular components are transitioned to the appropriate team member. This position functions as a lead for the UME Assistant Dean support team and provides coordination for faculty recruitment and academic search processes. Responsibilities include supporting the development and execution of faculty searches, managing appointment processes, and maintaining search documentation and scopes of work. The Lead independently manages projects that impact UME operations, including initiatives related to SJV PRIME alumni engagement, faculty tracking and updates, staff engagement, special data requests, grant support, staff development, and admissions support. The role also contributes to program resource/work group efforts and ensures timely and effective communication between the UME office and Fresno-based teams. A key responsibility of this role is the implementation and management of the Alumni Connection Program, designed to foster mentorship opportunities and strengthen alumni engagement with the program. Working under general direction, the Lead will manage complex, time-sensitive projects on behalf of the Assistant Dean and other senior leaders, often with minimal supervision. The role requires strong organizational and communication skills, sound judgment, and the ability to prioritize and execute multiple competing priorities. The Lead will serve as a primary liaison for faculty supporting UME functions and provide operational continuity in the absence of key personnel. The position will also oversee the preparation of reports and analyses, including annual reports, engagement metrics, and data requests (e.g., VA/UME), to document program activities and outcomes. Department Overview UCSF Fresno is a regional campus of UCSF School of Medicine located in California’s central valley. The Department of Undergraduate Medical Education (UME) is the administrative unit that oversees all health professions education programs (Medical and Allied Health) for the regional campus including oversight of the San Joaquin Valley Program in Medical Education (PRIME). UME provides services for 100 or more third-year students from UCSF campus as well as close to 300 visiting students from accredited medical education programs across the United States. UME works collaboratively and in communities of practice with our medical education partners in Student Experience and the Assessment, Curriculum & Evaluation teams at UCSF School of Medicine. UCSF Fresno also has over 300 trainees in several accredited Graduate Medical Education Residency & Fellowship programs. The UCSF Fresno UME Office is responsible for implementation of all strategic directives for medical student education at the Fresno campus and for ensuring that those who serve undergraduate student learners are actively engaged in the highest quality learning and teaching environment with a strong commitment to UCSF’s PRIDE values. The UME Department currently has a staff of 10 including an Assistant Dean, Program Director, 1 manager, 1 supervisor and 6 administrative staff to provide services in student engagement, wellness and experience support as well as curriculum, assessments and evaluation for all undergraduate learners.
% of time Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
40%
YesAdministrative Operations Support:
Oversee operations including program expansion, faculty searches, and alumni support. Provides administration and operational support for the Undergraduate Medical Education Department and to Faculty and Leadership teams. Analyzes a wide range of educational issues and applies project management principles and practices to achieve results in an academic setting. May work with matrixed teams of professionals and key stakeholders to deliver effective results.
Serves as point person for faculty recruitment interviews for any open program faculty director positions, handling onboarding and offboarding processes. Manages and plans the logistics of interviews and communicates with potential candidates during the recruitment process. Collects and manages search documentation to ensure we are following UC policies. Provides final interview logistics with follow-up correspondence to candidates and interview panel. Maintains database of faculty hires and transitions on an ongoing basis to provide updated data when requested. Coordinate faculty committee assignments. Communication faculty changes often and regularly both within the department and across partner institutions.
Develops and maintains the UCSF SJV PRIME Alumni Connections program, utilizing a variety of tools such as creating a Smartsheet database in managing all Alumni contact information. Create and distribute an Alumni newsletter several times a year and developing new approaches or methods for maintaining effective lines of communications with our Alumni and our current classes. Assist curriculum team in identifying alumni for mentorship opportunities.
40% YesOperations and Special Projects
Departmental support for the following programs: Staff Engagement, Professional Development and Communications, Grant support and other special tasks. Monitors program documentation and policy to ensure compliance with established and evolving standards. Develops and maintains program processes for documentation to meet regulatory requirements. Develops new approaches or methods for maintaining effective communication. Supports/stewards planning committees and working groups.
Manage coordination of PRIME expansion programs for Fresno campus. Coordinate or participate in expansion related work groups or committees as the administrative support. Set agendas, document meeting minutes, and communicate with stakeholders regarding decisions. Assist UME team with implementation at the Fresno Campus, may lead implementation efforts and assist Director and Dean's with new initiatives.
Develops and maintains program communication resources, in alignment with UCSF digital and editorial policies and UCSF brand identity standards as posted at identity.ucsf.edu, which may include assisting operations team in maintaining the program website and serve as backup to web and wiki.
Coordinate department’s annual engagement process in alignment with program and operational goals. Work with management and leaders to identify opportunities for staff engagement and monitor program involvement. Take lead in drafting annual engagement goals for the department and facilitate completion. Communicate with both staff and stakeholders regarding engagement efforts. Serve as Engagement steward for the department.
20% YesPerforms ad hoc duties as assigned by the Undergraduate Medical Education Program supervisor and leadership team. Under general direction, develop and maintain office policies and procedures, standard operating procedures and create annual review program to ensure policies stay up to date.
Assist the manager and/or Assistant Dean in designing and implementing specific or new initiatives such as program expansion retreats or conferences, academic recruitment and alumni engagement events.
Under direction of the supervisor, assist with annual updates to staff traditional and annual holiday schedules and emergency contacts and emergency preparedness.
Function as lead data management staff, receiving requests for data for both internal and external partners.
Participate in program budgeting and accounting processes to support financial infrastructure of the program.
Support UME staff during vacations, absenses or holiday breaks and for major program events as needed and directedf by leadership.
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 Qualifications
- Bachelor's degree in related field and five and/or equivalent experience/training.
- Minimum three (3) years of program coordination experience in which the individual has demonstrated sound judgment in carrying out tasks and representing leadership and the programs they support
- Thorough knowledge of relevant University specific policies and regulatory requirements.
- Solid knowledge of health professions education program requirements. Thorough knowledge of health professions education industry.
- Demonstrated ability to prioritize work accurately and independently, and to function effectively under the stress of competing priorities.
- Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.
- Strong interpersonal skills. to communicate effectively with all levels of staff; both verbally and in writing.
- Actively cooperates and supports the work of others. Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others. Strong problem solving skills to assist learners and resolve issues
- Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines.
- Thorough knowledge of educational software and platforms. Demonstrated ability to analyze and seek solutions to enhance the user experience.
- Ability to use discretion and maintain all confidentiality with professionalism and grace
- Ability to identify when to seek supervisor’s guidance. Strong initiative and flexibility to work independently and within a team.
Preferred Qualifications
- Valid California Driver’s License