Enrollment and Onboarding Supervisor I

University of California, San Francisco•Fresno, CA

13d•Onsite

About The Position

The Enrollment and Onboarding Supervisor I position involves designing, conducting, promoting, evaluating, and supporting health professions education programs in compliance with organizational objectives and nationally accepted accreditation standards and requirements. This role supports learners in areas such as curriculum, teaching and learning activities, scheduling, core competencies, assessment, and evaluations. The supervisor will coordinate all activities associated with the ongoing administration of health professions education programs. Specifically, this role directly oversees the day-to-day operations for learner onboarding, enrollment processes, and visiting student programs within the Undergraduate Medical Education department. The supervisor will directly manage two staff members, ensuring the quality and quantity of their work, monitoring workflow, and maintaining a welcoming and service-oriented front office environment. Responsibilities include creating and updating processes, tracking student enrollment, and providing detailed reports on volume and infrastructure needs. The UME department at UCSF Fresno supports numerous learners, including traditional UCSF students, visiting students, allied health professionals, and trainees in Graduate Medical Education programs, with a strong commitment to UCSF's PRIDE values.

Requirements

Ability to work full time onsite in Fresno, Ca.
Thorough knowledge of relevant policies and regulatory requirements.
Solid knowledge of medical education program requirements.
Thorough knowledge of medical education industry.
Thorough knowledge of administrative analysis and operations research.
Demonstrated ability to develop and implement processes and systems.
Thorough knowledge of the administrative and operational implications in a program.
Ability to solve problems and suggest solutions through critical thinking process.
Effective communication skills with peers, learners, faculty, and other education program coordinators / managers.
Proficient skills in training and guiding employees on site-specific administrative and operational processes.
Demonstrated ability to motivate and inspire staff to improve center services.
Excellent organizational skills, analytical, and demonstrated attention to detail.
Ability to complete work and meet established deadlines and prioritize effectively in an accurate and timely manner, and to manage short and competing deadlines.
Ability to organize assigned staff and sub-unit operations in an efficient and effective manner.
Knowledge of data management, documentation methods used in investigating and presenting findings about the program.
Skills include statistical analysis of data across databases and systems.
Working knowledge of department, organization, HR and university policies and processes.
Working knowledge of relevant industry federal, state and local laws and regulations including national accrediting organizations and state and federal licensing and regulatory offices.
Demonstrated record of excellent attendance and reliability to help manage the office and serve as a lead.
Ability to solve problems and suggest solutions through critical thinking process.
Working knowledge of educational software and technologies to promote a wide-range of teaching and learning goals.
Bachelor's degree in related area and / or equivalent experience / training and three years of experience at least one in a lead/supervisory role.

Nice To Haves

Master's degree in related area preferred.

Responsibilities

Onboarding, Enrollment & Visiting Student Oversight: Under general direction of the Director of UME, carries out all key responsibilities and works to meet the educational needs of program participants through coordinated onboarding, enrollment and visiting student programs and processes.
Supervise the group of visiting student program coordinator and front office operations coordinator and also perform some functions of the work related to enrollment which includes application uploading and processing, and working with affiliate partners to obtain hospital credentials necessary for the learner’s experience.
Work with key registration partners to ensure student credentials are obtained as needed for affiliate clinical site placements.
Prepare and present the annual enrollment data report to leadership which includes numbers of students, numbers of electives as well as residency rotation to interview tracking.
Ensure that all onboarding for every learner including visiting students, allied health and advanced practice professionals, dental students, PRIME students and traditional UCSF students who are part of our core learning group is completed on time.
Become part of the Operations Leadership Team to discuss and plan for program growth, changes or new systems implementation.
Perform human resources and supervisory functions including responsibility for two staff who will be coordinating all activities associated with regular and ongoing student enrollment, onboarding and application processing.
Database and Application Systems Management: Monitors all databases and application portals of student files, ensures application portal is live and functional for learners to access, monitors program documentation, enrollment, application process and onboarding to ensure compliance with established standards.
Tracks individual student compliance.
Develops and maintains program processes for documentation to meet regulatory requirements.
Oversee student application process and affiliate onboarding for all learners rotating on clinical electives and rotations in Fresno to include Traditional UCSF students, PRIME students, visiting 3rd or 4th year students, international students, contracted students, all non-core allied health professionals.
Administrative Lead for Undergraduate Medical Education Committee: Leads Undergraduate Medical Education Committee (UMEC) preparations with oversight of the Operations Coordinator.
Ensures reports and documents are completed and compiled for leadership to present at the quarterly UMEC.
Oversee the work of the coordinator who will perform administrative support duties for the Undergraduate Medical Education Committee.
Ensure development of agenda in conjunction with Assistant Dean and department director.
Supervisor will update membership roster as needed annually to include new resident appointees as well as student representatives.
Ensure that all members have access to committee charge and roster details.
Ensure systems are in place to maintain historical archives using online platforms.
Financial and Fund Management: Manage Clerkship fund and associated accounts used for enrollment and visiting student programs.
Apply annual updates and increases as directed by leadership.
Monitors the budget, approves clerkship related charges and communicate significant changes to upper management.
Prepare internal reports.
General Administration and Human Resources: General administrative & Human Resource duties and other duties as assigned.
Attend UME general and operational staff meetings.
Perform HR functions for team including annual reviews, professional development and quality improvement.
Oversee the orientation process for new incoming learners.
Provide support during the absence of other administrative staff.
Assist with UME activities and events related to program growth and expansion.