Program Associate

Job Description

Job Summary:

Applies professional concepts to conduct analytical studies or projects of moderate scope and complexity to address a variety of policy, research, and procedural issues. Fully analyzes issues and problems, gathers data and information, finds and evaluates alternatives and makes sound recommendations.

Department Description

Healthforce Center at UCSF, prepares health care organizations for success by combining a deep understanding of the issues facing the health care workforce with the leadership skills needed to drive progress. Only by bringing together the human ingredients of health care can organizations truly drive positive change. Understanding the dynamics between workforce trends and the leadership skills required to address them is vital to successfully improving the health care landscape.

Healthforce Center offers services to foundations, hospitals, delivery systems, organizations, and individuals to ensure more effective health care delivery and to inform health care policy. Our efforts are focused in the core areas of research with actionable results, consulting and evaluation, programs that develop leadership and resilience, making connections across sectors, and advancing equity.

In addition to our work to advance health equity, Healthforce Center is deeply committed to ensuring equitable approaches and processes in how we collaborate with each other, partners, funders, vendors, and applicants and participants of our programs. We aim to create a strong and agile organization that is enriched by diverse perspectives and ideas and increases belonging so that people can thrive and do their best work. Whether overhauling our hiring and recruiting practices, increasing accountability for advancing our diversity and equity goals, or engaging collectively as an organization to be anti-racist, we are continuously striving to center equity in our work.

Responsibilities

%

of time

Essential Function (Yes/No

)

Key Responsibilities

(To be completed by Supervisor)

30

Applies professional or research concepts to perform analysis of data and systems pertaining to moderately complex projects, policies, initiatives, and/or functions.

• Prepares, edits, and modifies documents including reports, program materials, presentations, and content proposals.
• Provides a variety of analytical duties in support of a function, research initiatives, program and/or organizational unit including:
• Develops, manages and analyze program evaluation
• Assemble and synthesize program evaluation results and reports

30

Gathers And Assembles Analytical And Factual Data On Assigned Problems And Issues To Prepare Reports And/or Analyses Summarizing Information On The Assigned Issues For Internal Or External Constituents. Including But Not Limited To

• Collection and analysis of participant application and interview data to be shared with funders
• Development of interview materials including coordination across multiple external partners
• Provides recommendations on expenditures for in-person meetings in coordination with venue vendors and other vendors
• Collect and prepare information for decisions on program discussions and meetings for internal and external constituents

30

Participates in program planning and development; including, but not limited to:

• Assess resources needed to plan in-person meetings and events. This includes independently researching, assessing, negotiating, and making recommendations for meeting and hotel venues; arranging required contracts and insurance; assessing, testing, and identifying appropriate technology for each meeting; selecting and arranging for catering, problem-solving any technical or logistical issues during the meeting;
• Assess quality of these events and develop and refine timelines and checklists for future meeting planning/ongoing quality improvement.
• Manage reimbursements, receipt management using MyExpense , purchasing and request of POs in BearBuy , consultant contracts, etc.
• Develops agendas and designing and preparing meeting materials by collaborating with internal and external stakeholder to gather necessary information and compile into high-quality materials for distribution to participants
• Develop and overseeing processes and protocols for event scheduling and project management, including:
• Develop agendas and meeting materials
• Provide ongoing technical support before, during, and after meetings
• Administer evaluations for meetings and sharing evaluation results with internal team members
• Track various components of the work to ensure timely completion
• Manage disbursement of honoraria and other payments.
• Coordinate multiple aspects of program in collaboration with program/project staff (e.g., application process, interview process, seminar logistics, post-seminar logistics, evaluation process)

10

Other Programmatic Planning And Support, Including

• Assist in the preparation of progress reports.
• Prepare, edit, and modify documents (e.g., reports, toolkits, manuals, lab books, presentations, agendas, etc.).
• Provide recommendations and guidelines involving programs/initiatives.
• Determine appropriate responses to requests and inquiries directed to the program using independent judgement, tact, and discretion. Maintain confidentiality on sensitive issues. Transmit information of a complex non-routine nature in writing or by phone in response to questions or requests for information.

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%.)

Qualifications

Required Qualifcations:

• Bachelor's degree in related area and three years related experience or equivalent combination of experience / training
• Experience with surveys and presentations including related software (e.g., Qualtrics, Excel, PowerPoint, etc) with at least 1 year of professional experience
• Experience with common computer application programs (e.g., Microsoft Outlook, Microsoft Word, Zoom).
• Strong communication and interpersonal skills to communicate effectively, both verbally and in writing
• Ability to use discretion and maintain confidentiality with strong problem-solving skills and sound judgement in responding to issues and concerns.
• Ability to think creatively and independently on concepts requiring analytical skills.
• Ability to multi-task effectively with demanding timeframes.
• Proven meeting planning and/or event management experience.
• Ability to travel and attend offsite meetings on weekdays and weekends, up to 5-days duration, 5 or more times per year (up to 25 days total per year)

Preferred Qualfications

• Project management skills, including ability to manage multiple projects with different managers simultaneously
• Interest in health care, public health, or public policy
• Experience in vendor procurement and management
• Minimum 2 years applying skills in a professional setting