Health Professions Education Specialist 3

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.

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.

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.

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
• Coordinates semi-annual review meetings between program director (or their designee) and fellow (schedule, prepare and document meetings)
• Works with fellowship director, mentors and faculty to establish training goals and requirements. Communicates these procedures and protocols to fellows and tracks their progress in meeting all requirements. 
• Independently organizes, schedules, and tracks aspects of mentorship activities, such as journal clubs, seminars, guest speaker and works-in-progress presentation, monthly and biweekly seminars, and reviews of fellows’ research progress.
• Organizes the Clinical Competency Committee meetings /milestone reporting: initiates, prepares materials for, and facilitates twice-yearly meetings. 
• Helps to solicit feedback for the CFP fellows, enters data,  and coordinates with the CFP Clinical Competency Committee 
• Serves as 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. 
• Provides summary reports of evaluations to fellowship program leaders.