Program Administrator, ARC & Postdoctoral Affairs

UCSF''s Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Please note: this is a temporary assignment (4 months) with potential to extend. Flexible 2-3 days onite at Mission Bay.

• Bachelor's degree required
• Strong analytical and problem-solving skills
• Excellent organizational and time-management skills, with the ability to manage multiple priorities
• Strong understanding of the academic progression and professional development of graduate students and postdoctoral scholars
• Teaching or instructional experience preferred
• Experience working in a higher education environment strongly preferred

Essential Functions

In support of the NIH-funded Advanced Research Careers (ARC) Grant (50%)

• Administer the day-to-day operations of the NIH-funded Advanced Research Careers (ARC) HUB, ensuring successful implementation of grant objectives, timely completion of project milestones, and compliance with NIH sponsor guidelines, institutional policies, and reporting requirements.
• Administer the ARC scholar lifecycle, including recruitment, application review, selection, onboarding, orientation, cohort engagement, career development programming, coaching logistics, progress tracking, and alumni engagement in partnership with faculty leadership and campus collaborators.
• Plan and administer the annual ARC HUB Institute, monthly workshops, career development seminars, networking events, mentor management workshops, and other grant-sponsored programming, including participant travel, speaker coordination, communications, registration, accessibility accommodations, logistics, and post-program evaluation.
• Administer the ARC coaching and mentoring program by coordinating faculty mentors, professional coaches, scholar assignments, mentor training activities, and ongoing communication among scholars, coaches, faculty, and program leadership.
• Coordinate ARC faculty Advisory Committee activities by scheduling meetings, preparing agendas and supporting materials, documenting recommendations, tracking follow-up actions, and facilitating implementation of committee feedback to strengthen program effectiveness.
• Maintain, analyze, and report program data, scholar records, participation metrics, and evaluation outcomes to support NIH progress reports, program assessment, continuous quality improvement, grant compliance, and dissemination of program outcomes.
• Coordinate grant-related operational and financial activities, including purchasing, consultant agreements, honoraria, participant travel, reimbursements, expense reconciliation, and budget monitoring in collaboration with GEPA leadership and finance staff.
• Analyze program data to monitor participation, evaluate outcomes, identify trends, and develop reports that support program planning, continuous improvement, and strategic decision-making.

In support of Graduate Education and Postdoctoral Affairs (GEPA) - Office of Postdoctoral Affairs (50%)

• Administer operational activities supporting GEPA''s postdoctoral affairs portfolio, including campus-wide orientation, professional development programming, leadership initiatives, recognition events, and other programs that enhance the postdoctoral scholar experience.
• Serve as a primary resource for postdoctoral scholars, faculty, departments, and campus partners by coordinating communications, responding to inquiries, interpreting program information, and facilitating access to institutional resources, policies, and services.
• Administer communications and outreach activities that promote GEPA postdoctoral programs and services through digital communications, websites, newsletters, promotional materials, and collaboration with campus partners.
• Develop and maintain data tracking systems, dashboards, and performance metrics to ensure data accuracy, support compliance and reporting requirements, and provide actionable insights for program leadership.

Essential Functions

In support of the NIH-funded Advanced Research Careers (ARC) Grant (50%)

• Administer the day-to-day operations of the NIH-funded Advanced Research Careers (ARC) HUB, ensuring successful implementation of grant objectives, timely completion of project milestones, and compliance with NIH sponsor guidelines, institutional policies, and reporting requirements.
• Administer the ARC scholar lifecycle, including recruitment, application review, selection, onboarding, orientation, cohort engagement, career development programming, coaching logistics, progress tracking, and alumni engagement in partnership with faculty leadership and campus collaborators.
• Plan and administer the annual ARC HUB Institute, monthly workshops, career development seminars, networking events, mentor management workshops, and other grant-sponsored programming, including participant travel, speaker coordination, communications, registration, accessibility accommodations, logistics, and post-program evaluation.
• Administer the ARC coaching and mentoring program by coordinating faculty mentors, professional coaches, scholar assignments, mentor training activities, and ongoing communication among scholars, coaches, faculty, and program leadership.
• Coordinate ARC faculty Advisory Committee activities by scheduling meetings, preparing agendas and supporting materials, documenting recommendations, tracking follow-up actions, and facilitating implementation of committee feedback to strengthen program effectiveness.
• Maintain, analyze, and report program data, scholar records, participation metrics, and evaluation outcomes to support NIH progress reports, program assessment, continuous quality improvement, grant compliance, and dissemination of program outcomes.
• Coordinate grant-related operational and financial activities, including purchasing, consultant agreements, honoraria, participant travel, reimbursements, expense reconciliation, and budget monitoring in collaboration with GEPA leadership and finance staff.
• Analyze program data to monitor participation, evaluate outcomes, identify trends, and develop reports that support program planning, continuous improvement, and strategic decision-making.

In support of Graduate Education and Postdoctoral Affairs (GEPA) - Office of Postdoctoral Affairs (50%)

• Administer operational activities supporting GEPA''s postdoctoral affairs portfolio, including campus-wide orientation, professional development programming, leadership initiatives, recognition events, and other programs that enhance the postdoctoral scholar experience.
• Serve as a primary resource for postdoctoral scholars, faculty, departments, and campus partners by coordinating communications, responding to inquiries, interpreting program information, and facilitating access to institutional resources, policies, and services.
• Administer communications and outreach activities that promote GEPA postdoctoral programs and services through digital communications, websites, newsletters, promotional materials, and collaboration with campus partners.
• Develop and maintain data tracking systems, dashboards, and performance metrics to ensure data accuracy, support compliance and reporting requirements, and provide actionable insights for program leadership.