Health Professions Education Specialist III

UCSF•San Francisco, CA

13d

About The Position

The Health Professions Education Specialist III manages and provides programmatic support for the Department of Emergency Medicine’s residency and fellowship programs, along with general administrative and programmatic support for the education unit. The role coordinates and maintains program operations, including recruitment, teaching and learning activities, curriculum, learner scheduling, databases, compliance tracking, evaluations, and accreditation. It requires sound independent prioritization, effective management of competing priorities, professionalism, and diplomacy. The Department of Emergency Medicine Education Unit supports medical students, residents, fellows, visiting housestaff, and continuing medical education across several UCSF and affiliated clinical sites. The position works with education leadership, program directors, faculty, learners, and University stakeholders to support program operations, accreditation, assessment, communications, events, and financial administration.

Requirements

Minimum three years of related experience.
Bachelor’s degree in a related area and/or equivalent experience or training.
Thorough knowledge of administrative analysis and operations research.
Demonstrated ability to develop and implement processes and systems, and 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; ability to cooperate with and support others and work productively with people regardless of background.
Empathy and awareness of the impact of one’s actions 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.

Nice To Haves

Thorough knowledge of educational software and platforms, with ability to analyze and improve the user experience.
Thorough knowledge of data management and documentation methods for investigating and presenting 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 and 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 fellowship programs and seven non-ACGME fellowship programs.
Collaborate with chief residents to create, maintain, and verify resident clinical schedules across Department of Emergency Medicine sites; serve as the primary liaison to visiting residency programs.
Manage ACGME fellowship accreditation reporting and review processes, including site survey preparation, annual ADS surveys, and annual program update reports for the UCSF GME Office.
Coordinate learner employment operations, including 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 required forms are complete and submitted on time.
Manage annual residency and fellowship recruitment and selection, including application review, applicant advising, interview-day coordination, and recommendations for future recruitment efforts.
Coordinate Clinical Competence Committee and Program Evaluation Committee meetings; prepare agendas, maintain minutes, and develop reports.
Maintain learner files, program data, and accreditation documentation in accordance with regulatory and University policies; create reports to verify data accuracy and completeness.
Work with education leadership, fellowship directors, and faculty to develop and implement program competencies, curricula, exams, and other learning activities.
Monitor learner files, program documentation, and policies for compliance with current standards; develop and maintain documentation processes to meet regulatory requirements.
Collaborate with faculty and program leaders to develop and implement learner assessment tools, strategies, and timelines; monitor deadlines, analyze results, and provide summary reports.
Collaborate with faculty and program leaders to develop and implement program and curriculum evaluation tools, strategies, and timelines; analyze results and provide summary reports.
Serve as the primary administrator for the electronic evaluation and GME management system.
Assess educational technology user experience and identify ways to improve teaching and learning and administer software and platforms more effectively.
Apply project management practices to educational issues and work with matrixed teams and stakeholders as needed.
Serve as a point of contact for prospective and current learners and other stakeholders; answer questions, share program information, resolve issues, and advise learners on their studies.
Plan and manage logistics and budgets for program social events and educational activities, including recruitment, orientation, graduation, conferences, and simulation or assessment activities; may lead workshops or information sessions.
Develop and maintain program communication resources, including websites, brochures, and contact lists, and identify 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 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, including recruitment, orientation, graduation, retreats, and conferences.
Assist with projects that improve educational or administrative operations.
Perform other duties as assigned.