"Program & Events Manager"

Posted: 05-Dec-25

Location: San Francisco, California

Type: Full-time

Categories: Staff/Administrative

Internal Number: 87043BR

Duration will be approximately three months; career potential!

Under the supervision of the Assistant Director for Operations & Impact, the Program & Events Manager plans and coordinates key aspects of ongoing projects, programs, and initiatives for the Atlantic Fellows for Equity in Brain Health Program. The position works closely with faculty, senior leadership, and staff to manage and execute complex, high-visibility events and meetings involving influential partners and members of the UCSF community. Regular international travel is expected.

This role also provides administrative support and project management for operational activities, coordinates activities of the Advisory Boards, and supports scheduling and administrative tasks for the Director and Assistant Directors.

Key Responsibilities

Event Planning & Execution - 50% (Essential)

• Manage all aspects of domestic and international large-scale meetings, conferences, retreats, and educational programs.
• Design event programs, select sites, manage registration, develop menus, coordinate materials, and complete budget reconciliation.
• Schedule and run planning committee meetings.
• Negotiate contracts for internal and external meeting venues.
• Arrange national and international travel and lodging.
• Oversee on-site event logistics, troubleshoot issues, coordinate setup teams, and liaise with staff and presenters.
• Coordinate event communications, including invitations, RSVPs, and advance announcements.
• Manage video-conference systems (Zoom, UCSF platforms) and post events to UCSF calendars and program websites.

Operational Support - 20% (Essential)

• Support operational functions related to finance, purchasing, communications, program management, and contracts and grants.
• Arrange travel bookings through UC systems.
• Process expense payments and reimbursements.
• Draft scopes of work and coordinate with vendors and contractors.
• Contribute to communications, including website/intranet updates, slide deck development, and presentation formatting.

Administrative & Board Support - 20% (Essential)

• Assist the Site Director with calendar management and strategic planning prioritization.
• Organize administrative meetings with key collaborators and advisory groups.
• Create, edit, and distribute agendas and meeting materials.
• Take and summarize meeting minutes for governance and advisory groups.
• Serve as main administrative contact for board members.
• Manage meetings and recurring calls, track action items, and ensure follow-through.

General Program Administration - 10% (Essential)

• Maintain current files and documents, including policies, guidelines, and program materials.
• Draft, edit, and track correspondence.
• Maintain office supplies and space usage.
• Oversee conference room calendars, door access requests, seating plans, and facilities needs.

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

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

About University of California San Francisco

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 high-quality patient care. It is the only UC campus in the 10-campus system dedicated exclusively to the health sciences.