Academic Program Management Officer IV

Job Function Summary:

Involves managing a significant, independent academic or research program. Formulates program strategies and goals. Plans, directs and controls program budget and other related resources.

Generic Scope:

Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.

Custom Scope: 

Independently oversees a moderately sized academic or research program and represents the program to outside organizations. Oversees all administrative operations, finance, human resources and facilities for program. Designs and develops major program components, and administers the full range of the program's operational requirements. Works with faculty on formulating short-term planning and procedures. Develops and organizes conferences and other public forums. Works under direction of Principal Investigator to establish center agenda, funding, objectives.

The Quantitative Biosciences Institute (QBI) at UCSF is seeking a Scientific Project Manager to manage and coordinate collaborative research initiatives across multiple investigators and scientific programs. Working closely with QBI leadership, Principal Investigators, and internal and external partners, the position independently oversees the planning, implementation, and ongoing management of multi-PI biomedical research programs and projects.

The Scientific Project Manager manages program timelines, milestones, deliverables, budgets, meetings, communications, and operational activities to ensure projects remain aligned with established goals and move successfully through completion. The position coordinates activities across research teams and external stakeholders, identifies and resolves project dependencies and operational issues, supports the development of program strategy and major initiatives, and represents QBI programs in interactions with collaborators and partners.

The position also plays a key role in grant proposals and progress reporting, scientific meetings and conferences, program documentation, scientific writing, and funding-related activities. The role requires a high degree of independence, sound judgment, strong organizational and communication skills, and the ability to manage multiple complex priorities and stakeholders in a collaborative research environment.

All QBI employees are expected to maintain high standards of accuracy, confidentiality, professionalism, research integrity, and respect for intellectual property and information sources.

Department Overview:

The Quantitative Biosciences Institute (QBI) at UCSF advances collaborative, interdisciplinary research in biology and biomedicine. QBI brings together researchers across the biomedical and physical sciences to apply quantitative approaches to fundamental biological questions and challenges related to human disease. Through cross-disciplinary collaboration, QBI supports innovative research aimed at improving understanding of biological mechanisms and enabling new scientific discoveries.

Research Program Management

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

• Partners with Principal Investigators, research teams, and QBI leadership to plan and drive multi-investigator research programs through completion.
• Develops and maintains program plans, timelines, milestones, deliverables, and dependencies across scientific projects and cores.
• Identifies risks, delays, and cross-project dependencies and works with program leadership to develop appropriate mitigation strategies.
• Implements program-management processes and tools that support QBI operational and strategic objectives.

Funding Opportunities and Proposal Development

Identifies and pursues funding opportunities and revenue streams.

• Identifies relevant public, private, philanthropic, and collaborative funding opportunities.
• Coordinates development of complex multi-investigator proposals, including timelines, required materials, and contributions from participating investigators.
• Supports program leadership with planning for renewals and continuation funding.

Program Operations and Coordination

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

• Coordinates multiple concurrent project deadlines, milestones, proposals, progress reports, manuscripts, meetings, and other program deliverables.
• Plans and facilitates project, leadership, and center-wide meetings, including agendas, supporting materials, documentation, decisions, and follow-up.
• Maintains project-management systems and documentation to provide visibility into program status, priorities, responsibilities, and upcoming deadlines.
• Coordinates operational needs across participating laboratories and collaborating organizations.

Program Evaluation and Resource Management

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

• Monitors project scope, milestones, resource commitments, and program outcomes across the portfolio.
• Uses project-management and reporting tools to identify bottlenecks, dependencies, risks, and opportunities for coordination.
• Works with QBI finance and program leadership to monitor program resources and identify potential resource or budget adjustments.
• Prepares program summaries, reports, and presentations for Program Directors, collaborators, sponsors, and other stakeholders.

Strategic Planning and Program Representation

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

• Participates in committees, leadership meetings, and planning activities on behalf of assigned programs.
• Supports development of program priorities, renewal strategies, and future initiatives.
• Represents QBI programs in interactions with internal and external collaborators as appropriate.

Financial, HR and Administrative Resources

Manages financial and HR resources.

• Works with QBI finance, HR, research administration, legal, communications, and other UCSF offices to address program needs.
• Develops and maintains project-management processes, templates, tools, and documentation.
• Coordinates administrative and operational requirements across participating research teams.

Interdisciplinary Collaboration and Compliance

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

• Coordinates communication, meetings, documentation, proposals, reports, and other activities involving multiple stakeholders.
• Serves as a central point of coordination between scientific teams and QBI administrative functions.
• Coordinates with appropriate institutional offices to support compliance with sponsor, institutional, and research requirements.
• Ensures program documentation and deliverables are completed in accordance with applicable requirements and deadlines.

Scientific Writing, Conferences and Communications

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

• Provides scientific writing, editing, and coordination support for proposals, progress reports, presentations, manuscripts, and other program materials.
• Supports scientific conferences, workshops, and other program-related events and communications.

Required Qualifications

• Minimum 5 years of progressively responsible project or program management experience, preferably in an academic, research, biomedical, or similarly complex environment.
• Demonstrated experience managing complex projects or programs involving multiple stakeholders, workstreams, and competing deadlines.
• Demonstrated ability to develop and manage project plans, timelines, milestones, deliverables, dependencies, and priorities.
• Demonstrated experience coordinating collaborative projects involving faculty, researchers, leadership, and internal or external partners.
• Advanced organizational and project management skills, including the ability to manage multiple concurrent priorities and drive projects through completion.
• Advanced written and verbal communication skills, including the ability to prepare and edit reports, presentations, proposals, and other complex program materials.
• Advanced interpersonal skills and demonstrated ability to build effective working relationships across diverse teams and organizational levels.
• Demonstrated ability to exercise independent judgment, identify complex programmatic or operational issues, and develop appropriate solutions or recommendations.
• Demonstrated ability to analyze and synthesize information from multiple sources and communicate key findings, risks, and recommendations.
• Proficiency with Microsoft Office, Google Workspace, and project-management or collaboration tools.

Preferred Qualifications

• Experience managing or coordinating multi-investigator or multi-institutional research programs.
• Experience with federally funded research programs, including grant proposals, progress reporting, or sponsor deliverables.
• Experience working with NIH or other federal research sponsors.
• Experience supporting program budgets, resource planning, or financial tracking in collaboration with finance teams.
• Experience with scientific or technical writing, editing, or communication.
• Experience organizing scientific meetings, conferences, workshops, or other collaborative forums.
• Familiarity with biomedical research environments and research-related administrative or compliance processes.
• Experience developing project-management tools, processes, templates, dashboards, or reporting systems.

Required Education

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

Preferred Certification

• Project management certification (e.g., PMP, CAPM, or equivalent).

Licenses

None listed.