Job Description

Job Summary:

The San Francisco General Hospital's (SFGH) Ob-Gyn Graduate and Undergraduate Medical Education Site Coordinator applies knowledge about administration, curriculum, requirements, and educational activities to coordinate professional health education programs for fellows, residents, and medical students receiving Obstetrics and Gynecology (OB-Gyn) training at SFGH. The education site coordinator organizes and maintains site-specific program operations, which may include assisting with trainee selection and onboarding; supporting teaching and learning activities, program curriculum, learner scheduling, and database maintenance; tracking learner compliance, program accreditation, and administrative tasks for program directors; and planning events. Over the course of the year, the site coordinator manages and coordinates SFGH-based activities for ~50 third- and fourth-year medical students, 40 Ob-Gyn residents, and two Complex Family Planning Fellows. On average, there are 10-12 residents, 2 fellows and 0-6 students on site at SFGH at any given time. This position also serves as the site coordinator for fellows from other divisions and as the primary site contact for faculty and trainees from those divisions and other residencies.

As the medical student coordinator (~35% of role), this individual partners closely with SFGH's medical student site director, the faculty directors of advanced medical student clerkships, and the medical student program coordinator in the Ob-Gyn Department Chair's Office to manage, plan, and administer rotations for the 3rd- and 4th-year Ob/Gyn medical students at SFGH. The coordinator prepares schedules and produces orientation materials for 6 core clerkship blocks; serves as the primary contact for medical students; orients students to the service at SFGH; prepares the on-call schedule; arranges seminars; assists the site director in high-level administrative functions; tracks applications for elective courses; and manages course revisions, manuscripts, and course materials. The coordinator analyzes and monitors learner performance, curriculum effectiveness, and impact of rotation experience and other educational activities and collaborates with faculty and the site director on program improvements.

As the residency coordinator at SFGH (~35% of role), this person works closely with the SFGH-based residency site directors and is responsible for a variety of onboarding, scheduling, evaluation, and other residency administrative tasks. Duties include site-specific onboarding, such as badge and EPIC access (in partnership with an administrative analyst); coordinating the SFGH-based intern orientation day; ensuring completion of required training modules; assisting with collecting and reporting site-specific data for resident training and experiences as needed by the Ob-Gyn and UCSF GME offices; scheduling and coordinating the intern retreat and additional celebratory events such as Resident Appreciation Day and Chief Breakfast at SFGH. For every block throughout the academic year, the residency coordinator synthesizes and emails site-specific orientation information, determines resident clinical assignments in the Obstetrics, Midwifery, and Gynecology clinic, including a few Family Medicine and Internal Medicine residents; manages SharePoint sites; assists with soliciting and compiling feedback for residents from SFGH faculty; manages the teaching calendar and scheduling/coordination of speakers; manages other educational scheduling such as birth simulations on Labor & Delivery. The coordinator also manages bilingual stipend payments for trainees in accordance to UCSF and DPH GME policies. In partnership with an administrative analyst, the coordinator serves as the primary point person for residents during their time at SFGH, assisting with scrubs, pagers, parking, and other resident wellbeing needs; and providing timely and accurate communications to residents.

As the Complex Family Planning (CFP) fellowship coordinator (~30% of role) this individual is responsible for administration of the CFP Fellowship in collaboration with the fellowship director and associate director. The coordinator works with fellowship directors, mentors and faculty to establish training goals and requirements. The coordinator is responsible for communicating these procedures and protocols to fellows and tracking their progress in meeting all requirements. The coordinator is the primary liaison and key contact with potential trainees and program faculty, current trainees and their mentors, faculty and mentors at partner institutions, and funding sources. The individual is responsible for all fellows' UCSF and SFGH appointments including GME, privileges, credentials, and academic affairs, and independently organizes and schedules all aspects of mentorship activities such as journal clubs, seminars, guest speaker and works-in-progress presentations. The coordinator also helps to solicit feedback for the CFP fellows, enters data, coordinates the CFP Clinical Competency Committee, coordinates semi-annual CFP fellow reviews, provides primary administrative support in CFP applicant selection and interviews annually, and works with the program director and associate director to complete any documentation and activities related to ACGME accreditation.

The coordinator collaborates closely with the Ob-Gyn Department Chair's Office UME and GME teams on student, resident, and fellow issues. They build strong working relationships with the program directors, associate directors, site directors, and staff, attend team meetings, ensure that SFGH protocols align with department policies, and may provide an extra pair of hands during peak periods. The coordinator also serves as the site coordinator for trainees from other departments and Ob-Gyn divisions such as MFM and Gyn Onc fellows, midwifery students, and Internal Medicine and Family and Community Medicine residents. The coordinator is the primary contact for these trainees and their program directors/administrators.

Responsibilities

Key Responsibilities % TIMEIs Essential
Coordinator for All Programs (Med Students, Residents, and Fellows):

• Partners with the SFGH-based administrative team to:
  • Conduct site-specific onboarding, such as badge, EPIC, scrub, pager, parking, email/systems, and other access for all site trainees.
  • Ensure completion of required training modules.
  • Ensure timely credentialing and privileges.
  • Coordinate requirements for visiting trainees.
• Plans and executes site-specific program social events or educational activities, which may include orientations, graduations, lectures, retreats, conferences, and simulation and/or other assessment activities.
• Schedules and coordinates faculty workshops to train and orient new learners to SFGH and UCSF billing and clinical procedures.
• Manages communications with prospective candidates and provides timely, accurate communications to trainees and faculty. Develops materials to communicate training priorities to new and current fellows, residents, and students.
• Develops and maintains program communication resources, which includes maintaining the program website(s) to ensure updated information and program requirements; generating informational brochures; creating and updating program or course syllabi; creating weekly announcement emails; and maintaining email and address lists. Ensures that all print and web materials align with UCSF digital and editorial policies, as well as UCSF brand standards, as posted at identity.ucsf.edu.
• Manages program files and data, which may include individual learner files as well as program accreditation documentation in accordance with evolving regulatory and University policies and accreditation standards. Creates reports to ensure accuracy and completeness of data.
• Develops and maintains program policies and procedures to facilitate operations and meet regulatory and accreditation requirements.
• Conducts ongoing analysis of trainees' compliance with all training requirements.
• Coordinates ACGME site visits and ensures the fellowship and residency program activities are in compliance with ACGME and GME program specific requirements.
• Serves as the site coordinator for trainees from other departments and Ob-Gyn divisions such as MFM and GynOnc fellows, midwifery students, and internal medicine and family and community medicine residents.
• Serves as the liaison between program and / or departmental administration and University stakeholders.
• Serves as the primary contact for all trainees and their program directors/administrators, including providing onsite and ad hoc support as needed.
• May participate in campus-wide committees.

20%X
Undergraduate Medical Education Coordinator

Manages operational components of SFGH's medical student program, specific to the employment of learners, which may include human resources onboarding; appointment paperwork; licensing; credentialing; privileging; proctoring; academic appointments; managing training grants; payroll management (FTE tracking); physical and system access; benefits and leave advising. Specifically:

• Serves as the primary point of contact for elective scheduling, communication and program logistics.
• Works closely with faculty directors and site directors of the medical education program to meet the educational needs of program learners through collaborative development and implementation of programmatic activities, which may include program competencies, curriculum, and exams.
• Works with faculty directors and site directors to plan and administer rotations for 3rd- and 4th- year Ob/Gyn medical students at SFGH.
• Prepares schedules and produces orientation materials for 6 core clerkship blocks.
• Prepares the on-call schedule.
• Arranges seminars, assists the site director in high- level administrative functions, and manages course revisions, manuscripts, and course materials for 3rd- and 4th-year students.
• Manages recruitment of 4th-year medical students for ObGyn-related electives in partnership with faculty directors, OBGYN UME Coordinator, UME and GME leadership
• Coordinates and manages feedback and evaluation process for SFGH Ob-Gyn medical students including managing evaluations in MedHub.
• Manages MedHub database: Responsible for the entry of rotation schedules into MedHub system throughout the fiscal year and ensure monthly electronic schedule validations are completed in a timely way.
• Provides summary reports of medical student evaluations to faculty directors.

25%X
Residency Program Coordinator

Manages operational components of SFGH's residency program specific to the employment of learners, which may include human resources onboarding; appointment paperwork; licensing; credentialing; privileging; proctoring; academic appointments; managing training grants; payroll management (FTE tracking); physical and system access; benefits and leave advising. Specifically, works closely with the SFGH-based Residency Associate Director and SFGH Site Director to:

• Coordinate the SFGH-based intern orientation day, intern retreat, and additional celebratory events such as Resident Appreciation Day and Chief Breakfast.
• For every block throughout the academic year, synthesize and email site-specific orientation information.
• Schedule the complex scheduling for resident assignments; determine resident assignments in the Obstetrics, Midwifery, and Gynecology clinic, including a few Family Medicine and Internal Medicine residents' clinic.
• Manage SharePoint sites, assisting with collecting and reporting site-specific data for resident training and experiences as needed by the Ob-Gyn and UCSF GME
• Manage bilingual stipend payments and the SFGH teaching calendar, which includes scheduling speakers and sending annual calendar invites.
• Set the schedule of site-specific seminars and conferences for the residents alongside the residency site director each academic year.

25%X
Complex Family Planning Fellowship Coordinator

Manages operational components of SFGH's Complex Family Planning fellowship, specific to the employment of learners which may include human resources onboarding; appointment paperwork; licensing; credentialing; privileging; proctoring; academic appointments; managing training grants; payroll management (FTE tracking); physical and system access; benefits and leave advising. Fellowship coordination duties include:

• Manages all aspects of the CFP fellowship program recruitment, interviews, and selection.
• Responsible for management of current application platforms and specific fellowship governing boards requirements.
• Performs all Match responsibilities and corresponds with newly matched fellows about requirements and processes to the various sites.
• Manages MedHub database
  • Responsible for the entry of rotation schedules into MedHub system throughout the fiscal year and ensure monthly electronic schedule validations are completed in a timely way.
  • Manage MedHub evaluations for the fellowship programs including rotation, faculty/fellow and end of year program evaluations.
• Ensures completion of ACGME fellow and faculty surveys; notify faculty and fellows to complete surveys and monitor for completion</