Education Programs Administrator

Education Programs Administrator

Applies knowledge about curriculum, requirements, and educational activities to coordinate professional health education programs. Coordinates and maintains program operations, which may include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation. Under the directions of the Education Manager, the Education Programs Administrator will be responsible for administering activities for several ACGME-accredited programs, including the Vascular Surgery Integrated Residency Program, Vascular Surgery Fellowship Program, and Thoracic Surgery Residency / Fellowship Program. Additionally, the Education Program Administrator will oversee the Limb Preservation Fellowship Program, Heart and Lung Transplantation & ECMO Program, Podiatry Student Rotations, Vascular Surgery Grand Rounds, Cardiothoracic Surgery Grand Rounds, Thoracic Tumor Board, and other related educational initiatives. This role involves close collaboration with program directors and associate professors across the Divisions of Adult Cardiac Surgery & Lung Transplantation, Thoracic Surgery, and Vascular and Endovascular Surgery to achieve the divisions' educational goals and mission. The Education Programs Administrator will manage a range of responsibilities related to communication and coordination with Division leadership, Department faculty, other university faculty and officials, and accrediting agencies. This position requires a thorough understanding of policies from the Office of Graduate Medical Education, the Office of Continuing Education, the Medical Center, the Dean's Office, the Division's policies, and the Department of Surgery at UCSF to resolve issues and ensure compliance with institutional accreditation and regulatory policies. As the Education Programs Administrator, the role includes, but is not limited to, utilizing the MedHub data system for setting up and distributing evaluations, preparing documentation to national agencies such as the ACGME, CA Medical Board, TSDA, APDVS, ABS, and ABTS, etc. The administrator will also coordinate the resident and fellow recruitment process with the National Resident Matching Program. Additional tasks will include managing appointment paperwork, rotation schedules, evaluations, didactic lectures, Grand Rounds, Journal Clubs, Graduation, in-training exam proctoring, educational grant submissions, as well as drafting correspondence, preparing presentations, scheduling complex meetings, and event planning for educational activities. Occasionally, early morning, evening, and weekend support will be required throughout the year. The Education Programs Administrator must demonstrate remarkable flexibility in changing circumstances and challenges, exhibit maturity and passion for education, and is expected to mentor and work collaboratively with colleagues, trainees, and other stakeholders at all levels to accomplish this shared mission.

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

The salary range for this position is $83,700 - $125,600 (Annual Rate).

To learn more about the benefits of working at UCSF, including total compensation, please visit : ucnet.universityofcalifornia.edu / compensation-and-benefits / index.html

Department Description

The Department is comprised ten clinical divisions that include Cardiac Surgery & Lung Transplantation, Thoracic Surgery, Pediatric Cardiothoracic Surgery, General Surgery, Pediatric Cardiothoracic Surgery, Pediatric Surgery, Plastic & Reconstructive Surgery, Surgical Oncology, Transplant Surgery, and Vascular & Endovascular Surgery. Our surgeons provide care at locations throughout greater San Francisco, including UCSF Medical Center at Parnassus (Moffitt-Long Hospital), UCSF Medical Center at Mt. Zion, UCSF Medical Center at Mission Bay, UCSF Benioff Children's Hospital in Oakland, Zuckerberg San Francisco General Hospital, Trauma Center (ZSFG), San Francisco Veterans Affairs (VA) Medical Center, and Alameda County Medical Center in Oakland. Our residents also rotate through UCSF Medical Center, Kaiser Permanente, and California Pacific Medical Center. The Division of Cardiac Surgery & Lung Transplantation, led by Jason W. Smith, MD, Professor and Chief, provides compassionate, state-of-the-art care for patients requiring complex cardiac and lung procedures. The division is dedicated to advancing the field through innovative research and exceptional clinical practice, focusing on improving patient outcomes and quality of life. It integrates the expertise of skilled surgeons with the latest technological advancements in collaboration with the Heart and Vascular Center and Lung Health Center. The division proudly sponsors Heart and Lung Transplantation and ECMO fellowship to prepare future cardiac surgery, heart and lung transplantation leaders. The Division of Thoracic Surgery, led by Johannes Kratz, Associate Director and Interim Chief, offers compassionate, state-of-the-art care for patients with a wide range of thoracic conditions, with a particular focus on thoracic cancer treatment. The division prides itself on a comprehensive approach to patient care, employing the newest robotic surgical techniques and technologies to achieve the best possible outcomes. It is deeply involved in research, striving to advance the field of thoracic surgery and improve patient outcomes. As a leading academic institution, the divisions of Cardiac Surgery & Lung Transplantation and Thoracic Surgery sponsor a prestigious ACGME-accredited Thoracic Surgery Residency program, one of the oldest in the country, training the next generation of cardiothoracic leaders. The Division of Vascular and Endovascular Surgery, led by Michael Conte, MD, Professor and Chief, provides compassionate, state-of-the-art care for patients with vascular disorders across multiple locations in San Francisco and the Bay Area. The program is closely integrated with specialized centers, including the UCSF Heart & Vascular Center, featuring a multidisciplinary team of vascular surgeons and cardiovascular specialists. As a leading academic division, it offers one of the oldest ACGME-accredited Vascular Surgery fellowship programs in the country and conducts cutting-edge research leading to novel technologies benefiting patients worldwide. In recent years, the division has expanded its training programs to include a Vascular Surgery Integrated Residency Program and a Limb Preservation Fellowship.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training
• 3+ years working experience in managing a residency / fellowship program in Graduate Medical Education
• Thorough knowledge of relevant ACGME, OGME, ACCME policies and regulatory requirements. Solid knowledge of health professions education program requirements. Thorough knowledge of the health professions education industry.
• 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.
• Excellent organizational and project management 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.
• Strong Communication skills include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills. Ability to handle sensitive personal information with appropriate discretion and judgment.
• Strong interpersonal skills. Skills to work collaboratively, coordinate, and integrate with others throughout the organization. Successful experience working with people with a wide range of backgrounds and skills.
• Proficient knowledge of data management, documentation methods used in investigating and presenting findings about the program.
• Proficient knowledge of administrative analysis and operations research. Demonstrated ability to apply knowledge and skills to develop and implement complex processes and systems improving program quality and efficiency and reducing cost.
• Proficient knowledge of educational software and technologies to promote a wide-range of teaching and learning goals.
• Proficient knowledge in applications such as ACGME ADS, MEDHUB, ERAs.
• Proficient in institutional applications including Myexpense, Bearbuy, Connexxus, Peopleconnect, Mytime, JDxpert, Brassing, Zoom, Smartsheet, WIKI, Drupal, Medhub, Qualtrics etc.
• Proficient in MS 365 applications (Word, Excel, PowerPoint, OneNote, OneDrive, Outlook, Teams), Adobe Pro, Zoom etc. Demonstrated skill in word processing to prepare correspondence and other documents with speed and accuracy; ability to learn to utilize other programs as needed
• Prior GME / residency / fellowship coordination experience.
• Ability to work independently and to employ good judgment as to when to consult a supervisor for help
• Ability to work as a team as an individual contributor.
• Ability to handle sensitive materials and information with confidentiality and discretion and good judgement.
• Ability to work with extremely complex faculty calendars / schedules requires extremely well-organized and detail-oriented precision.
• Ability to develop working relationships within department and with learners. Enthusiastic and supportive approach toward learners.
• Demonstrated excellent attendance, reliability, flexibility and strong work ethics

Preferred Qualifications