CAP-CT Program Coordinator

Job Function Summary

Involves analytical studies on a variety of policies, projects, programs and issues in support of a function, research initiative, program and / or organizational unit, or in research of new or changing systems and programs. Assists in policy and program planning, development, administration, management and implementation; interprets, monitors and analyzes information regarding policies and procedures and provides consultative services to department administrators and other stakeholders.

Generic Scope

Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.

Custom Scope

The UCSF Division of Geriatrics seeks to recruit a full-time Program Coordinator to support the implementation and operational ownership of a Department of Health and Human Services (DHHS) funded program, Caregivers as Partners in Care Teams (CAP-CT). This position reports to the Program Director and supports/leads a wide-range of project operations and coordination tasks. The Program Coordinator will perform a broad range of duties that will require analytical, organizational, communication, technical, and coordination skills. Specific duties include: coordinating and maintaining project timelines and deliverables, assisting with researching and applying relevant policies, data collection, management, analyses and reporting, preparing and updating program materials/protocols/procedures, coordinating meeting schedules/agendas/minutes, drafting and updating documents, making program-related purchases and submitting expense reports, conducting literature searches/reviews, and supporting manuscript preparation/scholarly dissemination. The Program Coordinator will additionally function as a subject matter expert and provide oversight and direction on learning management systems, manage digital education platforms, CE/CME accreditation coordination, analytics reporting, marketing communications, website management, and operational support across multiple projects and conferences. This position requires the ability to be proactive, resourceful and efficient, with a high level of flexibility. An ideal candidate will be able to work independently with minimal supervision, balances multiple competing priorities at any given time, and is intellectually curious, willing to learn new skills and a problem-solver. The Program Coordinator may be required to provide the same level of support across projects/programs where there is a need.

Department Overview

The Division of Geriatrics’ work is grounded in a deep commitment to and respect for older persons from diverse backgrounds and lived experiences. We are specialists in aging. Our expertise is in optimizing the health of older individuals. We work in the community and on virtually every UCSF campus – Parnassus, San Francisco VA Health Care System, Zuckerberg San Francisco General Hospital, Mission Bay, and UCSF Center for Geriatric Care. The Division has over 130 employees including faculty, volunteer clinical faculty, fellows, staff, student interns and volunteers. We are deeply committed to, and will champion, diversity, equity and inclusion as our core mission. We will nurture and grow a culture in which everyone from all backgrounds is welcomed, supported, respected, and valued!

Project Coordination

• Participate in and leads the development of project plans.
• Coordinates program planning, collaboration with internal and external stakeholders, project timelines, and deliverables.
• Prepares, edits, and modifies documents including agendas, minutes, reports, manuscripts, presentations and proposals.
• Serves as the primary contact and relationship manager for program partners and stakeholders to ensure effective communication and retention.
• Maintains regulatory documents.
• Ensures compliance with all applicable policies, escalating matters to the leadership team where needed.
• Oversees Institutional Review Board (IRB) submissions (and renewals) processes where needed.
• Manages Continuing Medical Education (CME) accreditation process and serves as subject matter expert in the Learning Management System (LMS).
• Provides significant support to the development of training and evaluation materials, leads Q&A technical sessions pre- and post- course launches.
• Creates Statement of Work (SOW) documents and works directly with vendors and UCSF procurement to establish purchasing agreements.
• Manages marketing communications and website contents where needed.
• Supports other program operations/functions as needed.

Reporting & Data Analyses

• Provides periodic and ad hoc reports to internal and external stakeholders.
• Assist with grant reports and protocols through multiple agencies (e.g., UCSF, ACL).
• Meets with internal team members to touch base on program progress and makes suggestions for improvement.
• Assists with reports to internal/external stakeholders, such as data collection and analyses in Excel and PowerPoint presentations.
• Reviews data for integrity and make corrections (or suggestions) where needed.

Other Duties

• Coordinates program-related purchasing and expense activities, ensuring transactions and expense reports are completed accurately and in accordance with established policies, procedures, and program requirements.
• Coordinates and monitors invoices, purchase orders, and related financial documentation; reviews information for completeness and accuracy and follows up on outstanding or discrepant items.
• Works closely with Finance Control and other internal partners to coordinate the procurement of goods and services, interpret and apply applicable purchasing and financial procedures, and address routine transactional issues.
• Supports the program’s financial reconciliation process by reviewing and monitoring transactions, identifying discrepancies, researching issues, maintaining supporting documentation, and coordinating appropriate resolution with Finance Control.
• Monitors program purchasing and financial activities to support compliance with established institutional and departmental policies and procedures and identifies issues requiring follow-up or escalation.
• Assists with evaluating and improving administrative and financial processes to support efficient program operations and consistent application of policies and procedures.
• Other duties as assigned.

Required Qualifications

• At least 1 year of relevant experience.
• Working knowledge of common organization- or research-specific and other computer application programs.
• Proficient in communication and interpersonal skills to communicate effectively, both verbally and in writing.
• Proficient in ability to use discretion and maintain all confidentiality.
• Demonstrates ability to use sound judgment in responding to issues and concerns.
• Demonstrates ability to analyze, research and synthesize large amounts of data with strong attention to detail.
• Proficient in ability to multi-task with demanding timeframes.
• Experience in using Qualtrics/REDCap/other surveying platforms.
• Proficient in MS Suite (Outlook, PowerPoint, Excel, Word, etc.)
• Proficient with Continuing Medical Education (CME) and Learning Management System (LMS).
• Experience working with consumers of educational courses/academic institutions.

Preferred Qualifications

• Experience working in public health or research administration, e.g. working on state contracts, NIH programs, or working in an academic institution.
• Previous experience using project management tools and software, website management and managing social media platforms.

Required Education

• Bachelor's degree in related area and / or equivalent experience / training.