Health Professions Education Specialist III

University of California, San Francisco•San Francisco, CA

12d

About The Position

The Health Professions Education Specialist III supports the Department of Emergency Medicine Education Unit, which manages education for medical students, residents, fellows, and continuing medical education across multiple UCSF and affiliated sites. The role manages and provides programmatic support for the Emergency Medicine residency and fellowship programs, while also contributing to general education-unit administration. The incumbent applies knowledge of curriculum, program requirements, and educational activities to coordinate operations, maintain compliance, and support learners and program leadership. The position requires independent prioritization, effective management of competing deadlines, professionalism, and diplomacy. The role manages daily residency and fellowship operations, including clinical scheduling, recruitment, learner appointments and credentialing, accreditation reporting, assessment and evaluation processes, program data and documentation, and educational technology systems. It also serves as a primary point of contact for learners and stakeholders, supports educational events, communications, and budgets, and works with faculty and leadership to improve curricula, program processes, and the learner experience. The Department of Emergency Medicine provides care at several UCSF and affiliated hospitals and supports faculty, attendings, trainees, and students.

Requirements

Minimum of 3 years of related experience.
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 of a program.
Documented excellence in oral and written communication, including active listening and critical thinking.
Strong interpersonal skills and the ability to cooperate with and support others.
Ability to work productively with people regardless of background, with empathy and awareness of impact on others.
Strong problem-solving skills to assist learners and resolve issues.
Excellent organizational and analytical skills and demonstrated attention to detail.
Ability to complete work accurately and on time, meet established deadlines, and manage short and competing deadlines.
Bachelor’s degree in a related area and/or equivalent experience or training.

Nice To Haves

Thorough knowledge of educational software and platforms.
Demonstrated ability to analyze and improve the user experience.
Thorough knowledge of data management and documentation methods used to investigate and present program findings, including statistical analysis across databases and systems.
Thorough knowledge of relevant policies and regulatory requirements.
Solid knowledge of health professions education program requirements.
Thorough knowledge of the health professions education industry.
Master’s degree in a related area.

Responsibilities

Manage daily operations for the Emergency Medicine residency and fellowship programs, including three ACGME and seven non-ACGME fellowship programs.
Collaborate with chief residents to create and oversee resident clinical schedules across department sites, maintain the schedules, and ensure their accuracy.
Serve as the primary liaison to UCSF and non-UCSF residency programs sending residents to rotate in the department’s emergency departments.
Manage fellowship accreditation reporting and review processes, including site survey preparation, annual ADS surveys, and annual program update reports for the UCSF GME Office.
Manage learner employment-related operations, which may include onboarding, appointment paperwork, credentialing, payroll and FTE tracking, benefits and leave advising, and Medicare reimbursement reporting.
Oversee resident and fellow appointments, reappointments, and credentialing, ensuring forms are complete and submitted on time.
Oversee annual residency and fellowship recruitment and selection, including applicant review, applicant advising, and interview-day logistics; propose modifications to future recruitment efforts.
Coordinate logistics for semi-annual Clinical Competence Committee and Program Evaluation Committee meetings; prepare agendas, maintain minutes, and develop reports.
Manage learner files, program data, and accreditation documentation in accordance with regulatory and University policies; prepare reports to verify data accuracy and completeness.
Work with education leadership and faculty to develop and implement program activities, competencies, curricula, and exams.
Monitor learner files, program documentation, and policies for compliance with established and evolving standards, and develop documentation processes to meet regulatory requirements.
Collaborate with faculty and leadership to develop learner assessment tools, strategies, and timelines; implement assessments, track deadlines, analyze results, and provide summary reports.
Collaborate with faculty and leadership to develop and implement program and curricular evaluation tools, strategies, and timelines; analyze results and provide summary reports.
Serve as the primary administrator for the electronic evaluation and GME management system; analyze educational technology user experience and identify ways to improve platforms and administration.
Analyze educational issues and apply project management practices to achieve results, potentially working with matrixed teams and stakeholders.
Serve as a point of contact for prospective and current learners and other stakeholders, answer questions, share program information, resolve learner issues, and advise learners on their studies.
Plan and execute logistics and monitor budgets for social events and educational activities, such as recruitment, orientation, graduation, conferences, and simulation or assessment activities.
May lead workshops or information sessions for learners, faculty, and staff.
Develop and maintain program communications, including websites, informational materials, and contact lists; implement improvements to program communications.
Liaise between program or department administration and University stakeholders, develop effective communication approaches, and participate in campus-wide committees.
Participate in budget development, track program or educational-activity expenses, generate reports, recommend cost reductions, and collaborate with program management on financial matters.
Provide financial and administrative support for educational programs, including purchasing, supply ordering, reimbursement requests, and accounts payable.
Provide logistics and administrative support for education events and activities, and assist with projects that improve educational or administrative operations.
Perform other duties as assigned.