Program & Events Manager

Job Summary

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 (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

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

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.

Department Description

Global Brain Health Institute (GBHI)

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 attracting high-quality, international candidates across diverse professional backgrounds-including clinicians, artists, researchers, caregivers, policy-makers, and advocates. GBHI increases awareness through strategic communications, written materials, and social media. More information at www.gbhi.org.
GBHI is integrated within the Edward and Pearl Fein Memory and Aging Center at the University of California, San Francisco.
Edward and Pearl Fein Memory and Aging Center

The mission of the Edward and Pearl Fein Memory and Aging Center is to provide the highest quality of care for individuals with cognitive concerns, to conduct research into the causes and cures for neurodegenerative disease, and to educate health professionals, patients, and families. More information at www.memory.ucsf.edu.

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.

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