Residency Program Coordinator

University of California, Irvine•Orange, CA

5d•Hybrid

About The Position

Under general direction, incumbent is responsible for management and coordination of all residency programs within the Department of Radiation Oncology. This includes policy interpretation, development/implementation of procedures to support effective and efficient operations of residency in the department, and to ensure compliance with Accreditation Council for Graduate Medical Education (ACGME), Commission on Accreditation of Medical Physics Education Programs (CAMPEP) and University policies. Implements and maintains internal and external program management software. Ensures the fiscal viability for all aspects of the Program, including budgetary oversight, FTE allocations, reimbursement requests, etc. Serves as a resource to the Residency Program Director, Chair, Department Administrator, and residents. Acts as unit liaison to other affiliate sites. Participates in special projects as requested by the Chair, Department Administrator and/or other department leaders. Administration, coordination and support of department specific Graduate Medical Education (GME) and/or non GME programs for Residents in the Department of Radiation Oncology. Involves designing, conducting, promoting, evaluating and supporting health professions education programs in compliance with organizational objectives and nationally accepted accreditation standards and requirements. Supports learners (including but not limited to faculty, residents, clinical fellows, graduate or undergraduate learners, practicing or licensed professionals) in areas such as curriculum, teaching and learning activities, scheduling, core competencies, assessment and evaluations. Coordinates all activities associated with ongoing administration of health professional education programs. Duties include full management and coordination of all ACGME & CAMPEP Education Programs within the departments’ Radiation Oncology and Medical Physics clinical training programs. In conjunction with Physician Program Directors (PDs), leads all educational activities that support program curriculums and ensure the program requirements are compliant. Lead the planning of the program needs (e.g. strategic development, system implementation, processes, policy & procedure development and implementation) to meet program objectives. Is the key liaison among affiliate institutions, GME office, Residents and the Department. Serves as a member of various educational committees both internal and external to the Institution. Responsible for maintaining and/or updating programmatic goals/objectives, policy and guidance materials for all education programs. Provides full administrative support to the PDs and Residents as it relates to program-specific purchase requisitions, disbursement vouchers, travel/entertainment reimbursements via KFS. Manages and oversee program audits, surveys, training evaluations, meeting minutes, & other correspondences. Serves as a backup for Senate and Non-Senate faculty recruitments, merit and promotion management and annual reviews. Oversees Faculty and Resident recruitment using various identified recruitment sites. Responsible for scheduling, onboarding and oversight of all Clinic Shadowers, including internal & external Medical Students, Student Researchers, Clerkship programs, etc.

Requirements

Working knowledge of ACGME, CAMPEP & AAAPM program requirements.
Thorough knowledge of relevant policies and regulatory requirements.
Solid knowledge of health professions education program requirements.
Thorough knowledge of health professions education industry.
Advanced knowledge of administrative operations and functions.
Demonstrated ability to apply knowledge and skills to develop and implement complex processes and systems.
Excellent communication skills; including verbal, written and active listening. Service oriented and responsive to questions and requests.
Ability to interact in a professional, resourceful, and courteous manner.
Strong interpersonal skills.
Demonstrated ability to develop working relationships within department and with learners.
Excellent organizational skills, initiative, and demonstrated attention to detail.
Ability to work with extremely complex calendars / schedules required.
Extremely well organized and detail oriented.
Knowledge of educational technology and systems.
Ability to troubleshoot and triages related technology issues.
Investigative, data analysis, and reporting skills.
Ability to generate computer reports, checking for errors, correcting and submitting accurate reports.
Skills include entering, maintaining, extracting, and analyzing data in electronic systems.
Proficiency with Microsoft Office Suite and Video Conferencing Platforms.
Bachelor's degree in related area and / or equivalent experience / training
Minimum of 2 years in Healthcare Administration.
Must be able to provide proof of work authorization

Nice To Haves

Basic knowledge of Human Resource and/or Personnel Management including staff onboarding, timekeeping, labor relations, etc.
Experience working in a union-facing or labor-driven environment.
Experience managing multiple concurrent programs or a demonstrated ability to navigate two separate accrediting bodies and requirements.
Familiarity with UC-specific systems such as UCPath (payroll/HR), AP Recruit (Faculty recruitment), KFS (financial & travel management)
4+ years of relevant experience with focus on Graduate Medical Education and/or Human Resource Management.

Responsibilities

Management and coordination of all residency programs within the Department of Radiation Oncology.
Policy interpretation, development/implementation of procedures to support effective and efficient operations of residency in the department, and to ensure compliance with ACGME, CAMPEP and University policies.
Implementation and maintenance of internal and external program management software.
Ensuring the fiscal viability for all aspects of the Program, including budgetary oversight, FTE allocations, reimbursement requests, etc.
Serving as a resource to the Residency Program Director, Chair, Department Administrator, and residents.
Acting as unit liaison to other affiliate sites.
Participating in special projects as requested by the Chair, Department Administrator and/or other department leaders.
Administration, coordination and support of department specific Graduate Medical Education (GME) and/or non GME programs for Residents in the Department of Radiation Oncology.
Designing, conducting, promoting, evaluating and supporting health professions education programs in compliance with organizational objectives and nationally accepted accreditation standards and requirements.
Supporting learners in areas such as curriculum, teaching and learning activities, scheduling, core competencies, assessment and evaluations.
Coordinating all activities associated with ongoing administration of health professional education programs.
Full management and coordination of all ACGME & CAMPEP Education Programs within the departments’ Radiation Oncology and Medical Physics clinical training programs.
Leading all educational activities that support program curriculums and ensure the program requirements are compliant, in conjunction with Physician Program Directors (PDs).
Leading the planning of program needs (e.g. strategic development, system implementation, processes, policy & procedure development and implementation) to meet program objectives.
Serving as the key liaison among affiliate institutions, GME office, Residents and the Department.
Serving as a member of various educational committees both internal and external to the Institution.
Maintaining and/or updating programmatic goals/objectives, policy and guidance materials for all education programs.
Providing full administrative support to the PDs and Residents as it relates to program-specific purchase requisitions, disbursement vouchers, travel/entertainment reimbursements via KFS.
Managing and overseeing program audits, surveys, training evaluations, meeting minutes, & other correspondences.
Serving as a backup for Senate and Non-Senate faculty recruitments, merit and promotion management and annual reviews.
Overseeing Faculty and Resident recruitment using various identified recruitment sites.
Responsible for scheduling, onboarding and oversight of all Clinic Shadowers, including internal & external Medical Students, Student Researchers, Clerkship programs, etc.