Executive Projects Manager - Thoracic Surgery

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

10

Drive high-level strategic initiatives and project/program management for the Division Chief, Faculty, and Directors. Oversee sensitive and confidential matters while aligning executive priorities with organizational goals. Provide recommendations and solutions to ensure the successful and timely execution of key deliverables and initiatives.

The responsibilities include, but are not limited to, the following duties:

Faculty Recruitment, Onboarding, Offboarding, Compliance & Credentialing:

* Serve as a technical leader within our division and broader community which requires a high degree of expertise in the field, including recognized proficiency in specific areas.

* Tackling complex challenges that often lack precedent or established frameworks.

* Manage programs that include strategy formulation, policy development, process optimization, and resource administration.

* Serve as the primary contact for communications with leadership regarding faculty hires, personnel changes, call schedules, and division chief requests.

* Act as the primary liaison for compliance with UCSF Medical Staff Bylaws, credentialing, privileging, and risk management policies.

* Ensure annual issuance of certificates of insurance for outreach clinic activities and provide compliance reports to the Division Chief.

* Manage faculty recruitment logistics, onboarding/offboarding, merits, promotions, credentialing, and reappointments, with regular process reviews for improvement.

* Support faculty search committees, including applicant communication, meeting organization, and documentation for selected candidates.

* Facilitate faculty advancement, promotion processes, travel policy compliance, personnel allocation, and special projects.

* Adjust and analyze faculty schedules to address dynamic needs, including clinical responsibilities and holiday coverage, while troubleshooting schedule-related issues.

* Collaborate with clinical staff to provide updates and resolve scheduling conflicts efficiently.

* Manage the on-call master calendar for faculty across various services, ensuring accurate distribution and updates for UCSF and non-UCSF sites.

* Act as the lead reviewer and approver for Paid Time Off (PTO), payroll requests, and support on-call scheduling via AMION. Review Time Off / Create a leave request system for faculty. Prepare annual faculty time survey and educational effort reports.

* Coordinate high-level events, operational training, and ongoing development, ensuring assigned staff complete project logistics.

* Lead special projects, ensuring alignment with division goals and objectives.

* Facilitate logistics for divisional meetings and events, serving as the primary point of contact for vendors, facilities, and visitors.

* Collaborate with the Chief/Directors to identify and manage professional service contracts supporting faculty clinical relationships with non-UCSF medical facilities.

* Provide timely updates to directors on operational matters impacting faculty and staff.

* Facilitate meetings, performance improvement initiatives, and strategic project execution.

* Support strategic planning and process improvement initiatives for divisional operations.

* Collaborate with leadership to align divisional priorities and maintain operational efficiency.

10%

Manage, plan, and administer a full range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program, where operations are significantly complex in terms of budgetary funding, number of faculty, staff and students, and / or are broad in scope due to focus of operations (e.g., computer or wet lab space and equipment, fundraising, grant writing, etc.).

Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, recharge administration and / or contracts and grants.

Human Resources / Personnel Support

* Act as the Division's HR liaison to process HR appointments and door requests, escalate matters to leadership when needed.

* Working closely with Chiefs/Directors to facilitate recruitment, hiring, onboarding, and training for faculty, staff, and visitors.

* Work closely with directors to offer guidance/mentorship, address issues, provide training guides, memos, and ensure adherence to the division's expectations and project outcomes. Identify training needs, support staff's career development and improve knowledge gaps.

* Lead performance improvement initiatives through training programs, coaching sessions, onboarding plans, and career development opportunities.

* Oversee the staff engagement and development programs, incorporating feedback from tools like Gallup Poll results.

* Ensure support staff are fully trained to assist faculty effectively in professional activities (e.g., CV management, conference participation, visiting professorships).

* Oversee faculty advancement and promotion processes, including appraisals, personnel allocation, travel policy compliance, and account management.

* Conduct regular staff meetings to disseminate policy updates, align team goals, and ensure consistent communication.

* Provide cross-coverage training for staff to ensure operational continuity.

Administrative and Office Management

* Oversee day-to-day divisional operations across key areas.

* Train and cross-train academic support staff to ensure backup coverage and seamless operations.

* Manage divisional calendars, leave requests, coverage plans, email distribution lists, and administrative communication tools.

* Develop and maintain standard operating procedures (SOPs), training tutorials, and internal portals to streamline onboarding and compliance.

Oversee facilities management, including space planning, renovations, moves, inventory control, and cleaning services.

* Ensure the division's Emergency Evacuation Plan is up-to-date, oversee disaster preparedness training, and maintain accessible emergency supplies.

* Manage the purchase, maintenance, and training for division-issued cell phones, including analyzing invoices and optimizing international/domestic usage plans.

* Implement inventory control policies to ensure cost-effective purchasing and timely updates of stock levels and resources.

* Facilitate compliance activities, including accreditation, Continuing Medical Education (CME) initiatives, and documentation for site visits.

* Serve as the division's IT liaison, addressing issues and escalating complex matters to IT personnel.

* May serve as a safety coordinator/floor warden for emergencies

Communications and Branding

* Lead the development, maintenance, and updates of the division's website, ensuring alignment with UCSF digital policies and brand identity standards.

* Manage website content to highlight research outcomes, clinical work, and divisional activities, ensuring compliance with UCSF editorial guidelines.

* Collaborate with research labs, clinical research teams, and the fellowship manager/administrator for website updates and content creation.

* Write strategic communications to promote the division's clinical, research, and teaching programs.

* Oversee branding, marketing, and media initiatives, including newsletters, social media platforms, and printed materials.

* Ensure website consent is consistent in compliance with UCSF standards.

15%

Applies advanced concepts to perform analysis to determine future resource allocations on projects.

Represent the department on business issues to the institution community and serve on committees

Leadership and Operational Support:

* Serve as the primary contact for communications with leadership regarding faculty hires, personnel changes, call schedules, and division chief requests.

* Provide timely updates to directors on operational matters impacting faculty and staff.

* Facilitate meetings, performance improvement initiatives, and strategic project execution.

* Lead staff meetings, training sessions, and one-on-one discussions to address team goals, performance, and development.

* Support strategic planning and process improvement initiatives for divisional operations.

* Collaborate with leadership to align divisional priorities and maintain operational efficiency.

Cross-Divisional and Departmental Collaboration and Support

• Provide cross-coverage training to ensure continuity of operations across teams.
• Collaborate with directors, managers, and the division chief on special projects and strategic initiatives.
• Ensure adequate staffing coverage during periods of short staffing.
• Collaborate on interdivisional and interdepartmental initiatives and provide cross-coverage as needed, including serving as backup support for residency and fellowship programs.
• Participate in cross-divisional and departmental initiatives to support shared goals.
• Oversee operations across multiple divisions as assigned, ensuring alignment with organizational priorities, divisional objectives, and evolving departmental structures.
• Strategic Collaboration, Decision Support, Adaptability, and Responsiveness

* Collaborate with the Chief/Directors/Managers on critical decisions, escalations, and unresolved issues.

* Conduct research, provide recommendations, and resolve issues independently, consulting leadership when needed.

* Maintain communication loops to ensure task resolution and follow-through.

* Exhibit flexibility in addressing timely division matters and priorities and adapting to changing needs.

* Return to the office on short notice for emergency support.

* Adjust onsite schedules as needed to accommodate division priorities and urgent needs.

* Consult, collaborate, and communicate with directors/chiefs for approvals and alignment with divisional strategic and operational priorities.

15%

Oversight of administrative operations includes budgetary financial management and human resources, and may include some of the following functions: IT, facilities, student services, and / or contracts and grants.

ACCME-CME Accreditation Program:

* Manage scholarly CME accreditation courses, including Grand Rounds, visiting professorship lectures, symposiums, and other educational programs and maintain accreditation.

* Oversee event logistics, including course registration, financial disclosures, attendance tracking, recordings, space reservations, catering, facilities rental, and speakers' travel arrangements.

* Organize dinner plans, honorarium distribution, and coordinate visitor and vendor access coordination (e.g., Vendormate/ivisitor system).

* Update and manage program-related website content, advertising materials, and social media.

Visitor Scholars and Student Programs:

* Oversee visitor programs, including APM 430, volunteers, observers, affiliates, student rotators, Sub-I rotators, podiatry student rotators, medical student rotators, and visiting scholars on local, national, and international levels.

* Facilitate HR processes such as CV review, application analysis, visa requirements, onboarding emails, orientation, and workspace setup.

Arrange faculty collaborations, research project logistics, workstation setup, lab coats, software installation, door access, and other resources.

* Support onboarding and arrival processes for visiting scholars and trainees, including HR paperwork, tours, lab access, scrub distribution, vendor systems, and other resources.

Ancillary Educational Programs:

* Lead didactic lectures, journal clubs, student interest group lectures, and trainee rounds.

* Coordinate room reservations, catering, and logistical support for meetings and programs.

Policy Compliance and Execution:

* Ensure adherence to UCSF and departmental policies across all programs and events.

* Facilitate communication with speakers, staff, visitors, and external collaborators.

* Ensure smooth execution of ancillary education programs and visitor-related initiatives and optimize scheduling and resource allocation.

10%

Applies advanced concepts to perform analysis to determine future resource allocations on projects.

Grant and Research Support

* Facilitate grant submissions and post-award processes, including tracking grants, sub-awards, and vendor payments, while collaborating with faculty and research teams.

* Coordinate grant proposal preparation, ensuring compliance with federal and state regulations and accuracy of budgets, justifications, and biosketches.

* Assist with the non-technical aspects of manuscript development, including formatting, proofreading, editing, and submission for faculty research and publications.

* Support the creation and maintenance of bibliographies and research databases, such as EndNote, as needed.

* Prepare manuscripts and academic posters for submission before national meeting deadlines and manage printing logistics.

* Review grant budgets and expenses, ensuring appropriate spending and alignment with funding guidelines.

* Collaborate with post-award teams to review funding balances and salary projections.

* Partner with data analysts, Clinical Research Coordinators (CRCs), research managers, and directors to interpret data and create visual representations, including graphs and charts.

10%

Develops and prepares complex budget with multiple funding sources for grants, general appropriations, and endowments. Prepares short and long-range planning for administrative services operations and improvements to processes.

Financial and Budget Management

* Develop and prepare complex budgets involving multiple funding sources, including divisional accounts, departmental accounts, grants, and endowments.

* Conduct financial analysis for complex funding scenarios, budgetary projects, and resource allocation to support strategic decision-making.

* Prepare short- and long-range plans for administrative operations, including process improvement recommendations.

* Review budgets and financial reports, ensuring accuracy in tracking, forecasting, and reconciliation.

Monitor divisional finances, conduct trend analyses, and provide actionable recommendations for financial optimization.

* Review charges in MyExpense and BearBuy to ensure compliance with UCSF policies, investigate unusual expenses, and gather required documentation.

* Review and maintain divisional financial policies and procedures, ensuring alignment with UCSF guidelines, including entertainment, relocation, and departmental standards.

* Work closely with the Dean's Office/Finance Office to stay updated on financial policies and processes.

* Coordinate with ancillary departments and external organizations to manage division-related information, billing, and contracts, particularly for outreach practice locations.

* Ensure UCSF-owned equipment is returned by faculty/staff prior to departure and maintain accurate asset records.

* Facilitate training sessions and develop materials related to financial processes, compliance, and operational workflows.

* Collaborate on process improvements for administrative and financial systems, ensuring efficient and accurate operations.

* Process outreach hospital billings in alignment with call schedules, contract needs, and departmental expectations.

* Coordinate billing workflows, contracts, and divisional expectations with external organizations under leadership guidance.

10%

May serves as a special resource for pre-and post-contract and grants work, interpreting regulations and guidelines on grants and or/ contracts, ensuring expenses are paid according to contract, and or monitoring contract and grant expenditures.

Perform administrative operations activities as the predominant focus of the position, with accountability for operational and budget processes, staff FTE, finance, human resources, and space planning.

Lab Operations and Research Management

* Oversee administrative lab management tasks, including equipment inventory, resource allocation, hiring, onboarding, performance management, and addressing lab staff matters.

* Develop and monitor policies governing lab operations, including clinical research coordination, reimbursement reporting, and compliance with safety protocols.

* Ensure property audits, space survey, and process surplus or transfer requests for equipment valued over $5,000 are completed timely manner.

* Collaborate with the lab building manager on emergency evacuation procedures, ensuring readiness and compliance with safety protocols.

* Ensure efficient lab operations by prioritizing tasks, multitasking under pressure, and supporting the onboarding and orientation of new lab staff.

* Assist faculty with manuscript development, formatting, and submission for research publications.

* Coordinate grant proposal preparation, ensuring compliance with federal and state regulations, budgets, justifications, and biosketches.

* Collaborate with post-award teams to manage the Chart of Accounts (COA), facilitate payment reviews, salary projections, and research personnel hires.

* Support lab-related activities, including donor visits, relocations, space audits, and archiving research materials.

* Ensure research supplies, charts, and documentation are organized and maintained.

* Work with IT to renew imaging machine licenses and ensure proper workstation setup.

* Collaborate with research managers, CRCs, and directors on data analysis, graph creation, academic poster preparation, research meetings, and travel coordination.

* Conduct financial analyses for resource allocation, budgetary funding, and strategic decision-making.

* Collaborate with academic analysts and faculty to manage research finances, including tracking grants, sub-awards, and vendor payments.

20%

In partnership with the Education Programs Manager, support and coordinate activities, serving as backup for the Thoracic Surgery Residency Program and the Vascular Surgery Residency, Fellowship, and Limb Preservation Fellowship programs, ensuring compliance, continuity, and alignment with program and institutional requirements.

• Provide support to the Thoracic Surgery Residency Program and the Vascular Surgery Residency, Fellowship, and Limb Preservation Fellowship programs.
• Coordinate ACGME requirements and ensure compliance with accreditation standards.
• Manage ADS updates and reporting.
• Organize and support Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) meetings.
• Prepare and distribute semiannual evaluation letters.
• Assist with annual program review and required reporting activities.
• May assist with onboarding, event planning, and grant funding applications etc.

100%

Type of Budget

# of Current Budgets

Current yr. expenditures $

Division Expenses and Education Grants, CME Course Registration Fees

50,000

Total:

(To update total $, enter the $ amount in whole numbers (without the $ symbol - e.g., 1,000,000) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9.)

$50,000