Executive Project Manager Jobs in Novato, CA (NOW HIRING)

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short-range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

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.

The Executive Projects Manager will oversee faculty practice operations, which include, procuring supplies, coordinating complex meetings, resolving scheduling conflicts, planning travel, processing reimbursements, editing biosketches, generating reports, and performing other administrative duties. 

This position also involves optimizing faculty schedules to align with their clinical, research, and educational responsibilities. Other key responsibilities include coordinating faculty meetings, evaluations, reports, social media updates, website maintenance, on-call scheduling, vacation planning, and divisional communications.

Human resources and personnel management are vital aspects of this role. The Executive Projects Manager will 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. The incumbent will 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. Additionally, the Executive Projects Manager will organize major academic events, including symposiums, grand rounds, visiting professorships, events, and other programs to support education and training.

The Executive Projects Manager will actively support research operations, including grant submissions, post-award administration, expense reconciliation, lab relocations, and the development of new lab initiatives. 

The incumbent will collaborate with Principal Investigators (PIs) to ensure compliance and operational efficiency, including student onboarding, monitoring regulatory adherence, and resolving research-related issues. Strong writing and editing skills are essential for assisting with manuscript preparation, academic posters, grant proposals, and post-award management.

Financial management is another critical responsibility of this position. The Executive Projects Manager will oversee budget planning, general ledger reconciliation, on-call revenue and billing, and grant funding administration. 

The incumbent will ensure accurate financial transactions, strict compliance with UCSF policies, and efficient allocation of resources to support research and operations. This includes managing pre- and post-award grant processes, monitoring expenses, forecasting financial needs, and identifying cost-saving opportunities to improve efficiency. 

The Executive Projects Manager will collaborate with PIs, faculty, and divisional leadership to optimize budgets, maintain compliance with funding regulations, and contribute to the division's overall financial health and strategic priorities.

This role requires fostering collaboration across multiple divisions and departments, working closely with faculty, staff, and external stakeholders to support shared initiatives and priorities. The incumbent will 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. Responsibilities include contributing to interdivisional and interdepartmental initiatives, ensuring cross-coverage as needed, and serving as backup support for residency and fellowship programs.

The Executive Projects Manager must demonstrate the ability to work effectively with diverse teams and individuals, adapt to varying personalities and demands, and analyze issues to identify limitations, boundaries, and critical needs. This role requires making informed decisions, providing actionable recommendations, escalating issues when appropriate, and proactively addressing challenges to benefit the division, department, and institution. 

To excel in this role, the Executive Projects Manager must possess a 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. The incumbent should possess substantial experience in financial oversight, academic operations, educational management, program and project management, and research administration. The ability to execute high-level tasks independently, think critically, lead teams, and adapt effectively within a dynamic environment is essential. Exceptional organizational and interpersonal skills are required, along with a willingness to approach all responsibilities with flexibility and a hands-on attitude-no task is too small for this role.

The Executive Projects Manager must be highly responsive and flexible, able to return on-site three times a week and occasionally work evenings or weekends with limited notice to accommodate urgent operational needs. Other projects may be assigned as needed and are not limited to the responsibilities outlined in this post. This position offers an opportunity to make a significant contribution to the Division of Thoracic Surgery's mission while supporting the broader goals of the Department of Surgery and UCSF.

Required Qualifications:

• 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 and 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 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 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. Experienced with or demonstrates the 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 track records of exceptional attendance, reliability, and adaptability.

Preferred Qualifications:

• Master's Degree or in 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

% 

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, promot...