University of California, San Francisco
Program & Events Manager
University of California, San Francisco, San Francisco, California, United States, 94199
Program & Events Manager
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. International travel is expected.
Administrative support and project management for operational activities, coordination of the Advisory Boards, and scheduling and administrative tasks for the Director and Assistant Directors are also part of the role.
Key Responsibilities
Event Planning & Execution (50%) 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 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%) 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%) 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%) 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.
Required Qualifications
Bachelor’s degree and a minimum of three years of relevant experience
Strong knowledge of university rules and regulations, personnel processes, academic/staff appointments, and international visa requirements
Excellent interpersonal skills, including written and verbal communication, active listening, critical thinking, and persuasive communication
Knowledge of administrative operations, including event planning, purchasing, and contracts and grants guidelines
Strong computer skills, including advanced proficiency with Microsoft Excel and Outlook
Knowledge of common university‑specific computer applications
Ability to use discretion and maintain confidentiality
Demonstrated skills in short‑term planning, analysis, problem‑solving, and customer service
Experience in event planning and logistics
Willingness and ability to travel internationally
Preferred Qualifications
Fluency in Spanish
Proficiency in additional foreign languages
Event planning—specific training or certification
Department Description The Global Brain Health Institute (GBHI) works to reduce the scale and impact of dementia by training and supporting a new generation of leaders in brain health. The Atlantic Fellows for Equity in Brain Health program is a 12‑month fellowship that attracts high‑quality, international candidates across diverse professional backgrounds—including clinicians, artists, researchers, caregivers, policy‑makers, and advocates.
Benefits 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, visit:
UCSF Compensation and Benefits .
Equal Employment Opportunity The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
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Administrative support and project management for operational activities, coordination of the Advisory Boards, and scheduling and administrative tasks for the Director and Assistant Directors are also part of the role.
Key Responsibilities
Event Planning & Execution (50%) 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 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%) 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%) 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%) 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.
Required Qualifications
Bachelor’s degree and a minimum of three years of relevant experience
Strong knowledge of university rules and regulations, personnel processes, academic/staff appointments, and international visa requirements
Excellent interpersonal skills, including written and verbal communication, active listening, critical thinking, and persuasive communication
Knowledge of administrative operations, including event planning, purchasing, and contracts and grants guidelines
Strong computer skills, including advanced proficiency with Microsoft Excel and Outlook
Knowledge of common university‑specific computer applications
Ability to use discretion and maintain confidentiality
Demonstrated skills in short‑term planning, analysis, problem‑solving, and customer service
Experience in event planning and logistics
Willingness and ability to travel internationally
Preferred Qualifications
Fluency in Spanish
Proficiency in additional foreign languages
Event planning—specific training or certification
Department Description The Global Brain Health Institute (GBHI) works to reduce the scale and impact of dementia by training and supporting a new generation of leaders in brain health. The Atlantic Fellows for Equity in Brain Health program is a 12‑month fellowship that attracts high‑quality, international candidates across diverse professional backgrounds—including clinicians, artists, researchers, caregivers, policy‑makers, and advocates.
Benefits 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, visit:
UCSF Compensation and Benefits .
Equal Employment Opportunity The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
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