Job Description

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 professions education programs.

Applies acquired skills, process, and policy knowledge to support professional health education program learners. Coordinates program operations, which include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation.

The Program Analyst for the Resident and Medical Student Education Office works under supervision of the Administrative Director and is responsible for the management and preparation new hire paperwork, appointment, and separation processes for all departmental residents, ACGME fellows and non-ACGME fellows (appointed through the GME Office) at all sites (Parnassus/Mt. Zion, SFGH, SFVAMC, Kaiser and CPMC); maintenance of the MedHub and ACGME WebADS systems, ACGME Faculty and Resident surveys, and National GME Census; management of complex HR functions (FMLA/leave of absences and visa applications and renewals); support of payroll processing for all residents and fellows; support of event planning/coordination; other duties as assigned.

Responsibilities

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

35%

Fellowship and Short-Term Rotator Appointments

• Responsible for the new hire appointment process for all ACGME fellows, Non-ACGME fellows (appointed through GME Office), and Short-Term Rotators including completion of all new hire paperwork, UC Path and MedHub systems processing.
• Monitors database of trainee personnel files, program documentation, and evaluations to ensure compliance with established standards. Tracks individual resident/fellow/faculty compliance. Develops and maintains program processes for documentation to meet regulatory requirements
• Maintain benefits paperwork/records and insurance database for all fellows.
• Manage separation paperwork and UC Path processing for all fellows.
• Oversee and coordinate short-term rotator appointment paperwork.
• Coordinate FMLA paperwork/fellow leaves of absences and ensure compliance with federal, state, and institutional regulations.
• Manage the California medical licensure/DEA licensure process for all fellowship trainees and short-term rotators.
• Ensure compliance with ever-changing federal, state, and institutional regulatory requirements.
• Serve in an advisory role to all departmental division coordinators with regard to university, school, departmental, and program policies and procedures.
• Monitor house staff wellbeing and morale and serve as a front line responder to issues or concerns.
• Recommend short and long-range goals to the Administrative Director and Program Director by assessing trainee needs and policy changes. Provides problem solving/solutions to varied types of issues.
• Liaise between program coordinators, Advisory Colleges, undergraduate, graduate and continuing education personnel. Develops new approaches or methods for maintaining effective communication. Participates and coordinates in campus-wide committees
• Resolves ad hoc issues relative to program participants. Advises fellowship trainees and short-term rotators on planning, initiation and completion of their studies, including exam preparation. Communicates clinical learning opportunities and curriculum requirements and effectively communicates information about additional program requirements .

5%

MedHub

• Maintain the GME Resident and Fellow Database System (E*GME/MedHub) for all fellowship trainees (all which are appointed through the GME Office).
• Create and maintain trainee profiles and training history, rotation time periods, hospital sites and rotations.
• Act as primary liaison between the Education Office, Division Coordinators and OGME.
• Oversee and maintain databases which track and report data on all residents and medical students in the Department of Surgery since 1963. Maintain history of appointments, courses taken, research appointments, professional appointments upon graduation and forwarding and contact information for all trainees who have been through the program.
• Serve as key point person for maintenance and support of the E*Value/MedHub (E*GME) and ACGME WebADS systems for all ACGME fellows and non-ACGME fellows (appointed through the GME Office). Components of these systems include: application and trainee demographic data; rotation schedule and appointment history information, program's overall compliance with the ACGME RRC Surgery program requirements.

15%

Program Administration

• Maintain online content of HR pages of the Resident Portal
• Provide backup and support for web development and support of resident portal
• Create reports to ensure accuracy and completeness of data. Identifies, analyzes and resolves problems including operational processes, medical education activities, student schedules or documentation. Resolves issues regarding remediation, probation, moonlighting, and licensing.
• Process requests for training verifications from institutions, licensing boards, or other relevant organizations. Verify completion of required training in accordance with ACGME standards. Identify and address any inconsistencies or missing information in MedHub with the GME Office.
• Coordinate the Program Evaluation Committee (PEC) and the Professional Development Committee (PDC). Schedule and attend monthly meetings, prepare and distribute meeting documents, take notes, post meeting minutes, communicate and track committee tasks and goals.
• Coordinate with the Administrative and Financial Managers for appropriate use of funds for salary support, benefits and bonus payments.
• Advise on personnel and benefits issues relating to Fellowship Trainees and ACGME

10%

Event Planning

• Consults program managers regarding medical education requirements, event planning and identifying ways to improve program activities. Generates program evaluation formatting for participants and faculty.
• Executes and plans educational events, conferences or training related activities. Keeps abreast of venue options. Leads workshops and information sessions for students, faculty, and staff. Develops and coordinates program orientation for new fellowship trainees.
• Identify venue for annual Research Symposium. Collect and organize abstract submissions, monitor resident preparedness, manage all logistics for materials, food, advertising, service coverage, faculty participation, technical support, visiting professor honorarium, travel, hotel, itinerary and reimbursements. Manage budget.
• Works with program managers to meet the educational needs of program participants. Coordinates program staff, evaluations and exams, educational committees, faculty communication for confirmation, and other program activities.
• Participates in budget development and tracks expenses for individual course or related to medical education activities. Generates quarterly and ad hoc reports and recommends methods to reduce costs.

35%

Curriculum

• Lead the coordination of joint mock oral board sessions (virtual) including faculty from various regional institutions. Create and maintain question banks, manage online scoring system, analyze results, and create reports. Twice per year.
• Coordinate all aspects of Surgery Grand Rounds, a department-wide ACCME-accredited educational activity. Work closely with faculty planners and UCSF Office of Continuing Medical Education (OCME). Manage budget.
• develop, implement and maintain three concurrent resident conferences, focusing on alignment with the American Board of Surgery curriculum. Recruit and provide faculty with the materials to teach. Facilitate the creation and editing of video materials and slides, develop and maintain repository of video resources. Design, implement and track evaluations and learning assessments/quizzes/exams. Track attendance and faculty teaching hours. and update dashboards. Analyze program performance, curriculum effectiveness, and impact of rotation experience and other educational activities. Provide summary reports of evaluations to program leadership.
• Manage annual subscriptions to SCORE, True Learn, Access Surgery, and more. Track usage. Analyze the user experience of educational technologies to optimize the teaching and learning environment. Capitalize on opportunities to more efficiently and effectively administer educational software and platforms. Seek solutions to enhance the user experience.
• Lead quarterly workshops for all fellowship coordinators focusing on program improvement strategies, communication, recruitment, evaluation management, accreditation and more. Provide 1:1 training for new coordinators.
• Collaborate with faculty development leadership to establish goals for educational workshops/retreats for fellowship program directors and coordinators. Plan, execute the logistics, and monitor budget.

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100%

Qualifications

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum 3 years related experience.
• 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.
• Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.
• Strong interpersonal skills. Actively cooperates and supports the work of others. Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others. Strong problem solving skills to resolve issues.
• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines.
• Thorough 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.