Academic Program Manager I

Job Function Summary:

The ARIA Non-Invasive Neurostimulation/Neuromodulation (NINM) Frontier Science Hub Initiative is a new multi-million dollar multi-year privately-funded endeavor in the Department of Psychiatry & Behavioral Sciences, led by Vice Chair for Research Dr. Andrew Krystal. This groundbreaking research program aims to advance scientific discovery and develop innovative NINM therapeutic opportunities for individuals with profound autism. As a high-profile, multi-institutional research venture, the ARIA NINM Frontier Science Hub spans a consortium of three leading universities—Yale, Stanford, and UCSF—and will support up to 15 new multi-site and department-based research programs. The initiative will involve complex financial structures, including numerous subawards, subcontracts, and the active engagement of dozens of faculty Principal Investigators.

Custom Scope

 This position exists to serve as the strategic and operational leader responsible for ensuring the successful development, implementation, and management of the ARIA NINM Frontier Science Hub Initiative in the Department of Psychiatry and Behavioral Sciences. Acting as the senior administrative partner to faculty leadership, the incumbent provides oversight across all facets of program administration, ranging from high-level strategic planning to day-to-day operational management, including staff supervision and budget management. The incumbent drives long-term planning and program-wide strategies in collaboration with faculty leadership, identifying opportunities for growth, creating and refining policies and procedures, and aligning all efforts with the initiative’s overarching goals. Acting as a liaison across the consortium, the incumbent facilitates seamless communication and collaboration, attending regular consortium meetings and coordinating efforts with the advisory board, external agencies and funders to maintain compliance and foster strong relationships. The incumbent provides oversight of ARIA’s complex financial structures, including subawards and subcontracts, ensuring transparency, accountability, and efficient allocation of resources across diverse research programs. By partnering with faculty Principal Investigators, the incumbent supports the implementation and monitoring of individual research projects, offering strategic guidance on proposals and priorities to maximize the initiative’s impact. Additionally, the incumbent designs and implements workshops, conferences, and publication initiatives to disseminate research findings, foster collaboration, and elevate ARIA’s visibility within the scientific community and beyond. The incumbent must possess exceptional leadership, communication, and organizational skills to navigate the complexities of a multi-institutional research initiative. Additionally, expertise in financial management, staff supervision, policy development, and stakeholder engagement is critical to ensuring the Initiative’s success

Department Overview

The UCSF Department of Psychiatry and Behavioral Sciences (DPBS) is a leader in advancing mental health care, research, and education. The Department is among the nation’s foremost resources in the field of child, adolescent and adult mental health. Joining UCSF DPBS provides an opportunity to work alongside world-renowned experts in psychiatry, psychology, neuroscience, and behavioral sciences. Psychiatry faculty members are recognized for their leadership roles in state-of-the-art, comprehensive and compassionate patient care, pioneering research, excellence in training the next generation of leaders, advancing public policy to advance mental health, and commitment to diversity. The department is committed to improving mental health across diverse populations and fostering innovation in treatment, prevention, and research.

Key Responsibilities

List key functions and the estimated percentage of time spent performing each of the responsibilities. Indicate which responsibilities are considered "Essential" to the successful performance of the job as defined by the EEOC: “Essential functions are the basic job duties that an employee must be able to perform. You should carefully examine each job to determine which functions or tasks are essential to performance.”

Example:

25%  Essential  Performs basic design, development, modification and debugging of software. Evaluates basic software for functional areas. Analyzes existing software or works to formulate logic for basic systems, prepares basic specifications and performs coding.

% of time	Essential Function (Yes/No)	Key Responsibilities (To be completed by Supervisor)
15	yes	Manages the design and development of major research program components and oversees execution of funded programs.
20	yes	Identifies and develops funding from multiple external sources to support program operations.
10	yes	Ensures through subordinates varied and competing requirements associated with managing an innovative program in a university environment.
15	yes	Plans, directs and controls program budget(s) and manages financial, HR, technical and other supporting resources.
5	yes	Ensures the assessment and success of the program(s) effectiveness, and recommends changes to program's content, policies and strategic goals accordingly.
10	yes	Develops and maintains liaisons with external advisory board, and ensures representation of the program to governing boards, outside agencies, and the public.
5	yes	Ensures the development, implementation and adherence to policies regarding intellectual property in addition to negotiating and managing IP agreements and contracts.
5	no	Leads professional conferences and provides public relations support.
10	yes	Develops ideas and options for faculty review and decision-making. Develops and implements   programs that reflect faculty interests.
5	yes	Manages seminars and workshops and participates with faculty on research for publications and grant applications.
100%		(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Knowledge Skills and Abilities (KSAs)

Required qualifications must be possessed by any candidate to be considered for the position.  These qualifications will be included in the job posting/advertisement and will be used to screen applicants.  Note: Only objective, specific and quantifiable (KSAs) will be used when screening (i.e. 6 months of event planning experience vs. prior event planning experience).  Preferred qualifications are those skills or abilities that an ideal candidate possesses, but are not required in order for a candidate to be considered for the position.

Please list:

Knowledge, Skills and Abilities	Req / Pref
Academic or research background and recognized expertise in selected area.	Req
Expert oral and written communication skills.	Req
Leadership experience in academic and / or government agencies.	Req
Demonstrated expertise in building collaborations between academia, industry and / or governmental agencies.	Pref
Demonstrated expertise with program building within a leading academic institution and administrative, budgetary, human resources and financial principles and practices.	Req
Expert ability to work with dynamic and diverse group of faculty, staff and students.	Req
Managerial experience and proven success in managing a complex research or academic program(s).	Req
Strong fundraising experience.	Req
Strong negotiation skills and verbal and written communication skills; ability to influence / persuade all levels of staff.	Req
Skills in organization and customer service to effectively manage multiple important priorities.	Req

Education, Licenses and Certifications:

List Education, Licenses and Certifications a candidate must possess or meet to be considered for the position. You may also select any of these attributes as being preferred. These will be included in the job posting/advertisement and will be used to screen applicants.

Education	Req / Pref
Terminal degree in a related area (PhD, JD, MD, etc.) and / or equivalent experience / training required.	Req