Executive Projects Manager - Thoracic Surgery

About the role

The Department of Surgery, Division of Thoracic Surgery, seeks an experienced and adaptable Executive Projects Manager to lead administrative, financial, personnel, research, and event operations. Working under the guidance of the Division Chief, Senior Directors, Administrative Directors & Operations Managers, the Executive Projects Manager will play a pivotal role in advancing the division’s mission of excellence in education, research, and clinical care within the high-pressure and fast-paced environment of an academic medical center.

This role requires exceptional organizational, analytical, and leadership skills to meet the complex and evolving needs of the division, while maintaining the highest standards of professionalism and service. The Executive Projects Manager will work closely with faculty members, including surgeons with demanding schedules, to ensure operational efficiency and provide solutions that align with the division’s priorities.

Responsibilities

• Oversee faculty practice operations, including procuring supplies, coordinating complex meetings, resolving scheduling conflicts, planning travel, processing reimbursements, editing biosketches, generating reports, and performing other administrative duties.
• Optimize faculty schedules to align with their clinical, research, and educational responsibilities.
• Coordinate faculty meetings, evaluations, reports, social media updates, website maintenance, on-call scheduling, vacation planning, and divisional communications.
• Serve as the division’s primary HR liaison, addressing staff and faculty concerns in collaboration with the Administrative and Senior Directors. Responsibilities include recruitment, onboarding/offboarding, payroll, timesheet management, training, performance evaluations, emergency planning, and space surveys.
• Manage all hiring processes for faculty, staff, non-faculty academics, and lab personnel, as well as visitor initiatives, including volunteers, APM 430, observership, visiting physicians, and affiliates.
• Organize major academic events, including symposiums, grand rounds, visiting professorships, and other programs to support education and training.
• Support research operations, including grant submissions, post-award administration, expense reconciliation, lab relocations, and the development of new lab initiatives.
• Collaborate with Principal Investigators (PIs) to ensure compliance and operational efficiency, including student onboarding, monitoring regulatory adherence, and resolving research-related issues.
• Assist with manuscript preparation, academic posters, grant proposals, and post-award management.
• Oversee budget planning, general ledger reconciliation, on-call revenue and billing, and grant funding administration.
• Ensure accurate financial transactions, strict compliance with UCSF policies, and efficient allocation of resources to support research and operations.
• Manage pre- and post-award grant processes, monitor expenses, forecast financial needs, and identify cost-saving opportunities.
• Foster collaboration across multiple divisions and departments, working closely with faculty, staff, and external stakeholders to support shared initiatives and priorities.
• Participate in cross-coverage training, workshops, and collaborative projects across teams, while providing support to managers in Vascular Surgery, Cardiac Surgery & Lung Transplantation, and the Department of Surgery.
• Contribute to interdivisional and interdepartmental initiatives, ensuring cross-coverage as needed, and serve as backup support for residency and fellowship programs.

Requirements

• Bachelor's degree in related area; and/or equivalent experience/training.
• Minimum of 5 years of progressive experience in administration, executive support, operations management, education program management, and project management.
• Must be able to return onsite within 2 hours in response to emergencies, ensuring prompt availability to address urgent operational needs.
• Advanced knowledge of University rules and regulations, processes, protocols, and procedures for budget, accounting, fund management, and/or personnel management.
• Advanced knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling skills.
• Advanced knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Advanced skills in short- and long-term strategic planning, analysis, problem-solving, and customer service.
• Advanced knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.
• Advanced knowledge of University computer applications, including Microsoft Word, Excel, PowerPoint, and Outlook, as well as UCSF Campus Systems. Experience with or ability to quickly learn platforms such as PeopleConnect, UCPath, MyTime, MyExpense, Connexxus, UCMe, Advance, MyReports, PeopleSoft, UC Portal, MedHub, Oracle Cloud, JDXpert, and BearBuy.
• Exhibits strong computer skills to efficiently produce detailed reports and analyses using various tools.
• Advanced project management skills: effectively manages workloads, meets deadlines, and performs with accuracy under pressure. Excels in fast-paced environments, successfully handling multiple tasks with minimal direction and sound judgment.
• Demonstrates a ‘no task is too small’ attitude, embracing all aspects of the role with dedication and commitment to ensure the success of the team and organization.
• Promotes a culture of humility and teamwork by taking ownership of all responsibilities, regardless of scope, and contributing to the organization’s overall goals.
• Demonstrates a practical, hands-on approach with the willingness to engage directly in tasks, combining technical expertise with a ‘can-do’ attitude to drive success.
• Exhibits accountability and problem-solving skills by recognizing and admitting mistakes, analyzing root causes, and implementing effective solutions to improve workflows and maintain operational excellence.
• Demonstrates a track record of exceptional attendance, reliability, and adaptability.
• Comprehensive understanding of UCSF's administrative policies, travel and entertainment guidelines, HR protocols, union agreements, CME regulations, ACGME and OGME requirements, grant management processes, medical center standards, campus policies, and event planning strategies.

Preferred Qualifications

• Master's Degree in a related area.
• Advanced knowledge in ACGME Residency/Fellowship Management and ACCME accreditation requirements and operational procedures.
• Experience working with surgeons in an academic setting.
• Experience with Apex.

About Us

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. UCSF brings together the world’s leading experts in nearly every area of health and is home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging, and stem cells.

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity, and excellence – also known as our PRIDE values. UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care.