Projects & Strategy Lead

University of California San Francisco•San Francisco, CA

8d•Hybrid

About The Position

The Department of Surgery, Division of Thoracic Surgery at UCSF is seeking a highly skilled and adaptable Projects & Strategy Lead to provide comprehensive advisory, analytical, and operational support to the Chief of Thoracic Surgery and its Faculty Leaders, managers, and directors. This role requires advanced policy analysis, program evaluation, strategic planning, and operational problem-solving to address complex challenges across clinical, operational, educational, research, and institutional domains. The Projects & Strategy Lead will independently research, analyze, and develop high-impact recommendations on policies, programs, and proposals that are often broad in scope and cross-functional. The position demands sound judgment, discretion, and the ability to distill complex information into actionable guidance for senior leadership. Collaborating closely with faculty, directors, managers, and staff, the Projects & Strategy Lead will play a vital role in optimizing operations and advancing the Division’s mission of excellence in clinical care, education, and research within UCSF’s dynamic academic medical center environment. The Projects & Strategy Lead works closely with the Projects & Strategy Manager/Operations Manager to support the operations of the academic division/office/unit and provide strategic advisory support to the Division of Thoracic Surgery. This includes conducting independent research, performing advanced policy analysis, and preparing summaries, reports, proposals, grants, presentations, and recommendations to inform strategic decision-making. The Projects & Strategy Lead will draft institutional documents, including MOUs, contracts, recommendation letters, reports, and memoranda. Other operational responsibilities may include managing complex faculty schedules, conducting faculty recruitment, coordinating meetings, resolving meeting conflicts, coordinating travel, facilitating advancement, processing reimbursements, overseeing clinical on-call coverage, and managing faculty vacation schedules, coordinating faculty meetings, approving vacation requests, planning large-scale events, faculty onboarding and managing multiple projects with changing priorities in a fast-paced environment. In collaboration with the Projects & Strategy Manager/Operations Manager, the Projects & Strategy Lead will plan and execute ACCME-accredited Continuing Medical Education (CME) programs, including Grand Rounds, symposiums, Thoracic Tumor Board, and visiting professorship events. This involves coordinating logistics, multimedia recording, catering, accreditation management, post-event evaluations, honorarium processing, and application renewals. The Projects & Strategy Lead will also support the Visitors and Students’ Programs by reviewing applications in accordance with HR appointment guidelines, facilitating onboarding and offboarding processes, managing access requests, and conducting evaluations for trainees rotating into our programs. The Projects & Strategy Lead will work closely with the Education Programs Manager to support the ACGME-accredited Thoracic Surgery Residency Program. Responsibilities in this area include coordinating recruitment and accreditation processes; tracking compliance requirements; assisting with onboarding and offboarding; credentialing; scheduling; reimbursements; graduation planning; exam proctoring; and maintaining educational materials. The incumbent will play a key role in ensuring these programs meet all required standards and regulatory requirements. The Projects & Strategy Lead will also contribute to the Division’s operational needs by collaborating with faculty, directors, and managers to ensure excellence across clinical care, education, and research initiatives. This includes conducting complex analyses, compiling data, and preparing high-quality reports, proposals, and applications to support divisional goals. Responsibilities encompass HR processes, financial transaction reviews, budget development, grant applications, capital asset management, bookkeeping, and general administrative operations. Additionally, the incumbent will coordinate office moves & renovations, space utilization planning, inventory management, emergency action planning, and the development and maintenance of divisional standard operating procedures. Other tasks include maintaining procedural documentation, flowcharts, presentations, videos, and website updates, as well as supporting special projects such as engagement activities, holiday gatherings, health summits, graduation ceremonies, and business gift coordination. To excel in this role, the Projects & Strategy Lead must have a comprehensive understanding of UCSF’s administrative policies, travel and entertainment guidelines, HR protocols, union agreements, accreditation standards (ACGME and ACCME), grant management processes, medical center standards, campus policies, and event planning strategies. Expertise in academic business operations, financial management, educational program administration, and project execution is essential. The ideal candidate will demonstrate responsiveness, flexibility, adaptability, reliability, and the ability to collaborate effectively with diverse teams and stakeholders. This position requires on-site presence up to three times per week, with occasional evening or weekend availability to address urgent operational needs with limited notice. The successful candidate must be capable of performing high-level tasks independently, thinking critically, leading teams, and adapting within a dynamic environment. Exceptional organizational and interpersonal skills, combined with a proactive, hands-on approach, a can-do attitude, are crucial—no task is too small. Additional projects may be assigned as needed, beyond the responsibilities outlined in this description. This position offers an opportunity to contribute meaningfully to the Division of Thoracic Surgery’s mission of excellence in clinical care, research, and education, while supporting the broader goals of the Department of Surgery and UCSF. The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement. The salary range for this position is $78,900 - $167,300 (Annual Rate). To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Requirements

Bachelor's degree in a related area or 4 year of related working experience.
Minimum 3 of years of progressive experience in administration, executive support, operations management, education program management and project management.
Thorough knowledge of common organization- or research-specific and other computer application programs.
Thorough 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.
Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
Strong Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
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 ‘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.
Must be able to return onsite within 2 hours in response to emergencies, ensuring prompt availability to address urgent operational needs
Strong 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.
Thorough knowledge of rules and regulations related to budget, finance, relocation, procurement, personnel management (academic and non-academic staff), visitor management, fiscal operations, event planning, fundraising processes, risk management, website design, accounting, payroll, contracts, grants, and financial reporting
Thorough knowledge of University financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
Strong skills in short- and long-term strategic planning, analysis, problem-solving and customer service.
Strong skills in analyzing, researching and synthesizing large amounts of data for preparing sound and relevant proposals/analyses.
Demonstrates track records of exceptional attendance, reliability, and adaptability.
Ability to multi-task with demanding timeframes.
Strong policy analysis techniques.
Strong Analytical / problem-solving skills.
Ability to use discretion and maintain confidentiality.

Nice To Haves

Minimum 5 of years of progressive experience in administration, executive support, operations management, education program management and project management.
Proficient Knowledge in ACGME Residency/Fellowship Management and ACCME accreditation requirements and operational procedures
Experience working with surgeons in an academic setting
Experience with Apex preferred
Prior UCSF School of Medicine / Academic Office Experience Preferred

Responsibilities

Provide comprehensive advisory, analytical, and operational support to the Chief of Thoracic Surgery and its Faculty Leaders, managers, and directors.
Independently research, analyze, and develop high-impact recommendations on policies, programs, and proposals that are often broad in scope and cross-functional.
Draft institutional documents, including MOUs, contracts, recommendation letters, reports, and memoranda.
Manage complex faculty schedules, conduct faculty recruitment, coordinate meetings, resolve meeting conflicts, coordinate travel, facilitate advancement, processing reimbursements, oversee clinical on-call coverage, and manage faculty vacation schedules, coordinating faculty meetings, approving vacation requests, planning large-scale events, faculty onboarding and managing multiple projects with changing priorities in a fast-paced environment.
Plan and execute ACCME-accredited Continuing Medical Education (CME) programs, including Grand Rounds, symposiums, Thoracic Tumor Board, and visiting professorship events. This involves coordinating logistics, multimedia recording, catering, accreditation management, post-event evaluations, honorarium processing, and application renewals.
Support the Visitors and Students’ Programs by reviewing applications in accordance with HR appointment guidelines, facilitating onboarding and offboarding processes, managing access requests, and conducting evaluations for trainees rotating into our programs.
Coordinate recruitment and accreditation processes; tracking compliance requirements; assisting with onboarding and offboarding; credentialing; scheduling; reimbursements; graduation planning; exam proctoring; and maintaining educational materials for the ACGME-accredited Thoracic Surgery Residency Program.
Conduct complex analyses, compiling data, and preparing high-quality reports, proposals, and applications to support divisional goals.
Coordinate office moves & renovations, space utilization planning, inventory management, emergency action planning, and the development and maintenance of divisional standard operating procedures.
Maintain procedural documentation, flowcharts, presentations, videos, and website updates, as well as supporting special projects such as engagement activities, holiday gatherings, health summits, graduation ceremonies, and business gift coordination.