LAUNCH Program Administrator

Job Summary

This is a contract role with the intent to eventually move to a career position.

The LAUNCH Program Administrator for the Division of Nephrology, Department of Medicine is responsible for all administrative aspects of the LAUNCH program, an NIH sponsored U2C/TL1 Federal training grant.  The Learners to LeAders in benign Urology, benign Nephrology, and non-Cancer Hematology [LAUNCH] Program seeks to integrate, expand, and transform kidney, urologic, and hematologic (KUH) biomedical research training in Northern California. Based at four institutions with outstanding research resources and training accomplishments—University of California San Francisco (UCSF), University of California Berkeley (UC Berkeley), University of California Davis (UC Davis), and Stanford University—this program will adopt an innovative approach to train 22 (4 pre- and 18 post-doctoral) trainees annually across adult and pediatric KUH disciplines.

The LAUNCH Program Administrator will support the activities of the Administrative Core, responsible for helping to collate applications for LAUNCH Program support, arrange interviews, and coordinate meetings for the selection of LAUNCH Scholars during the application process, schedule all LAUNCH meetings for the Executive Committee and the Training Faculty, and coordinate all annual presentations of Scholars to the LAUNCH committee. In addition, the coordinator will also be responsible for soliciting and ensuring the provision of feedback from Scholars and Training Faculty, working with the external evaluation board (EEB) to coordinate annual reviews, helping to prepare progress reports for the EEB review and NIH, coordinate consultation sessions (e.g., exit interviews, ad hoc sessions for Scholars who wish to discuss confidential issues, focus groups at an annual retreat with internal third-party evaluators of the program and help collect qualitative program feedback). The coordinator will reserve space and coordinate activities for all retreats/professional development/networking activities and collect feedback surrounding programmatic elements from faculty. The coordinator will also be responsible for assisting with the coordination of the Annual LAUNCH Summit and the NIDDK U2C/TL1 symposium. This will include booking rooms, ensuring there is adequate space, and that audio-visual support are available and scheduling the activities of this meeting, as well as assembling program agenda.

The LAUNCH Program Administrator will support the activities of the Professional Development Core,  including scheduling of professional development lectures, booking space and confirming speakers for orientation, ensuring the completion of the Individual Development Plan (IDP) by Scholars and review of the IDBP by the Executive Committee, scheduling professional development seminars throughout the year for LAUNCH Scholars based on the different tracks for pre-and post-doctoral fellows, obtaining Scholar feedback following each activity hosted by the Professional Development Core, overseeing the coordination of mock study sections for Scholars who are preparing grants, maintenance of our Collaborative Learning Environments where mentors will be able to network with their peers, and ensuring appropriate enrollment of individuals in various courses of interest (industry-related courses, basic science training courses, grant writing courses, or degree-granting programs).  The coordinator will also help maintain a library of fellowship and career development awards for Scholars to use as a resource. The coordinator will help gather Mentor feedback and evaluation from Training Faculty regarding their professional development activities (e.g., mentor observerships, mentor training programs, and mentor incentives) and create career portfolios for appointed trainees.

The LAUNCH Program Administrator will support the activities of the TL1 Training Core, including preparation of all appointment and termination paperwork in xTrain, and ensuring that all LAUNCH scholar publications are compliant with NIH Public Access requirements. He/she will be responsible for tracking the future career of graduates of the LAUNCH program (including future academic positions, grants, publications) for (but not limited to) the purposes of preparing the renewal LAUNCH grant application.

The LAUNCH Program Administrator will work closely with Principal Investigators (PIs) of the LAUNCH program grant responsible for administrative management, including trainee interview, recruitment and appointments, clinical training programs and educational curriculum, accreditation and compliance, NIH grant reporting and policy compliance, subaward contract management, and financial reporting and analysis.  The LAUNCH Administrator works closely with the PIs to establish organizational goals and objectives of the training program for the subspecialty Divisions. The incumbent ensures optimal administrative systems for HR, finance, clinical training, and research.

The LAUNCH Program Administrator will facilitate the appointment process and program needs according to the PI’s and the LAUNCH Executive Committee and Steering Committee and faculty; provide administrative and financial management of the day-to-day operations of the LAUNCH program; provide administrative support to the PI’s across multiple academic institutions and departments; perform policy analysis and implementation, address administrative, clinical and educational issues, especially in regards to compliance issues; coordinate recruitment with the Program Directors; independently coordinate appointment and stipend disbursement. The LAUNCH Program Administrator facilitates the management of each program listed by providing oversight of day-to-day operations ensuring they are efficient and effective.

The LAUNCH Program Administrator is responsible programmatic oversight of Coordinators at various site to ensure trainee appointments are appropriate tracked within NIH xTrain, xTract, CareerTrac databases.  LAUNCH Program performs efficient integration of multiple complex programmatic activities, effectively working with a variety of people and organizations at multiple institutions (mentors, trainees, administration, Committee on Human Research, human resources, contracts and grants.  Reporting to PIs, the incumbent may have central responsibility for ensuring NIH policy compliance, contract generation and negotiation; exercise strong administration and management of trainee research, research coordination, and ensure efficiency, compliance, safety, financial analysis, and contractual negotiations and execution.

The final salary and offer components are subject to additional approvals based on UC policy.

To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles)

Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.

For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Department Description

The LAUNCH program spans UCSF, Stanford, UC Davis, and Berkeley.  The LAUNCH Staff are responsible for optimum administration across these sites, solving complex trainee appointments and funding across institutions.  

The Nephrology Division consists of faculty, fellows, and staff whose work is grounded in deep commitment to and respect for patients with kidney disease.  The Nephrology Division has employed and trained leaders in academic nephrology, superb clinical research scientists and basic scientists, and outstanding clinical nephrologists. Our faculty are leading experts in adult nephrology: including acute kidney injury, chronic kidney disease, hypertension, electrolyte disorders, and kidney transplantation. Our mission continues in this tradition: expanding the frontiers of basic and clinical investigation in nephrology, training the next generation of academic nephrology leaders, and providing the highest level of patient care. Our division within and the UCSF School of Medicine overall provides a premier academic environment for faculty and trainees to provide outstanding clinical care and to be at forefront of kidney research worldwide.

The LAUNCH program however, extends beyond nephrology to also include trainees in urology and non-malignant hematology and non-MD trainees.

Required Qualifications

• Bachelor's degree in related area and three or more years or relevant experience and / or equivalent experience / training
• Ability to multi-task, communicate effectively, and strong organizational skills and efficiency.
• Thorough knowledge of administrative analysis and operations research. Demonstrated ability to develop and implement processes and systems. Thorough knowledge of the administrative and operational implications in a program.
• Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.  Ensure written communicate is grammerically correct and free of error.  Ability to assemble slides for presentations that are accurate and effective in their messaging.
• Strong interpersonal skills. Actively cooperates and supports the work of others. Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others. Strong problem solving skills to assist learners and faculty and resolve issues.
• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines.

Preferred Qualifications

• Master's degree in related area preferred
• Thorough knowledge of UCSF CLE, website design, and xTrain platforms. Demonstrated ability to analyze and seek solutions to enhance the user experience.  Familiarty with MyExpense.
• Thorough knowledge of data management, documentation methods used in investigating and presenting findings about the program. Skills include statistical analysis of data across databases and systems, incuding use of REDCAP and Qualtrics
• Thorough knowledge of relevant policies and regulatory requirements for NIH training grants. Solid knowledge of health professions education program requirements. Thorough knowledge of health professions education industry.

About UCSF

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. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

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.

In addition to 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. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Job Code and Payroll Title

004389 HEALTH PROFNS EDUC SPEC 3

Job Category

Education, Professional (Non-Clinical), Support Services

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Location

Flexible (combination of onsite and remote work), Parnassus Heights (SF)

Additional Shift Details

Mon-Fri & 8:00-4:30p