Job Description

The residency program coordinator (HPE3) is a staff position for the Department of Psychiatry at UCSF Fresno (Fresno, CA). The incumbent will direct and oversee, in collaboration with program leadership, all administrative coordination of activities associated with the residency program, ensuring the training, development, and work related needs of the trainees are met in a manner that contributes to the achievement of the defined program objectives. The position requires independent decision making and ability to exercise critical thinking with minimal supervision. The position requires a high level of efficiency, attention to detail, ability to coordinate multiple activities /projects at a given time, capacity to triage or escalate issues to appropriate internal or external stakeholders, and the ability to interact and communicate (written and orally) with individuals at all levels of the organization.

Department Description:

The Department of Psychiatry at UCSF Fresno is a fully accredited and integral part of the UCSF Department of Psychiatry, offering strong clinical training in a community-based setting. The Department provides service and training at Community Regional Medical Center, VA Central California Health Care System, Community Behavioral Health Center, Fresno County Department of Behavioral Health, Kaiser Permanente and University Psychiatry Associates. The program is geared for those future psychiatrists who are interested in a true integration of the biological, psychological, and social dimensions of the patient.

% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)15YesWorks with program managers and / or faculty to meet the educational needs of program learners through collaborative development and implementation of programmatic activities, which may include program competencies, curriculum, and exams15Yes Manages program files and data, which may include individual learner files as well as program accreditation documentation in accordance with relevant regulatory and University policies. Creates reports to ensure accuracy and completeness of data (eg, Iris report, duty hours report, etc.).10Yes Monitors learner files as well as program documentation and policy to ensure compliance with established and evolving standards. Develops and maintains program processes for documentation to meet regulatory requirements, eg, developing an evolving mix of electronic and paper files, in an effort to move toward more paperless files.10Yes Serves as point person for learners, which may include prospective health professions education program candidates; current health professions education learners; and all other stakeholders. Answers questions and disseminates program information. Resolves ad hoc issues relative to program learners, for example, related to education stipend use, vacation time, medical leaves, etc. Advises learners on planning, initiation, and completion of their studies, and maintains schedules for each learner. Communicates clinical learning opportunities and curriculum requirements and effectively communicates information about learners' program choices, for example, regarding the specifics of their elective choices.10Yes Plans, executes the logistics, and monitors budgets for program social events and / or educational activities, which may include recruitment; orientation; graduation; conferences; and simulation and / or other assessment activities. Plans the graduation party and annual welcome events. Takes responsibility for the recruitment and educational stipend budgets, and presents plans to department leadership on planned spending. May lead workshops and / or information sessions for learners, faculty, and staff, for example, the orientation of new trainees.Collaborates with program faculty and leadership to develop program and curricular evaluation documentation; including evaluation tools and strategies / timelines. Implements program evaluation strategies and ensures compliance with deadlines. Analyzes program performance, curriculum effectiveness, and impact of rotation experience and other educational activities. Provides summary reports of evaluations to program leadership.10Yes Develops and maintains program communication resources, in particular maintaining the program website to ensure updated information and program requirements, with an emphasis on providing updated policies and forms on the program website; creating and updating program or course syllabi; and maintaining email and address lists, including alumni lists. Implements new ideas on ways to improve program communication. Ensure 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.10Yes In cooperation with the GME office, assists in managing operational components of the program specific to the employment of learners which may include human resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting. Ensures all paperwork in submitted in a timely way, working with other departments as needed to meet deadlines.10Yes Analyzes a wide range of educational issues and applies project management principles and practices to achieve results in academic setting, for example, taking an active role in discussions related to new policies or improved procedures. May work with matrixed teams of professionals and key stakeholders to deliver effective results.10YesOther duties as assigned.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training
• Four years of experience as a fellowship or residency coordinator, or equivalent education and experience.
• Thorough knowledge of administrative analysis and operations research.
• Demonstrated ability to develop and implement processes and systems
• 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 assist learners and 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 educational software and platforms. Demonstrated ability to analyze and seek solutions to enhance the user experience.
• 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.
• Demonstrated excellent attendance and reliability.
• Customer service experience with the ability to provide timely and attentive service to customers.
• Experience in working in a setting that requires a high degree of autonomy and independent decision-making.
• Thorough knowledge of relevant policies and regulatory requirements. Solid knowledge of health professions education program requirements. Thorough knowledge of health professions education industry.
• Thorough knowledge of the administrative and operational implications in a residency program.
  

Preferred Qualifications:

• Master's degree in related area preferred
• Seven years of experience in another residency program position (such as admin assistant), with familiarity in residency coordination duties.
• Training Administrators in Graduate Medical Education (TAGME) certification