Job Description

The UCSF Internal Medicine Residency Program is one of the nation’s largest and highest-ranked internal medicine residency programs, training future physician leaders across diverse clinical settings with a strong commitment to excellence in patient care, medical education, research, and health equity.

The Department of Medicine is seeking a highly organized, collaborative, and detail-oriented Residency Recruitment & Onboarding Coordinator to support recruitment, onboarding, orientation, and accreditation activities for the Internal Medicine Residency Program. This position plays a critical role in shaping the trainee experience from recruitment through onboarding while supporting operational excellence within one of the country’s premier graduate medical education programs.

The ideal candidate thrives in a fast-paced academic environment, enjoys coordinating complex operational activities, and demonstrates strong communication, project management, and relationship-building skills.

Department Overview

The Department of Medicine’s mission is research, both basic and clinical, teaching, patient care and public service.  The Department has a decentralized organizational structure across six sites – Parnassus, SFGH, VAMC, Mt. Zion, Laurel Heights, and Mission Bay, with approximately 40 divisions

The UCSF Department of Medicine Internal Medicine Residency Program seeks to recruit, support and develop a diverse group of socially responsible physician leaders who will advance the equitable care of individual patients and communities through clinical care, education, advocacy, policy, or research. With four residency tracks and a three-hospital system, residents are exposed to the broadest range of patients, faculty, and academic interests, leading to an incredibly rich clinical and mentorship experience. UCSF not only offers top notch clinical training, but a trove of research and academic opportunities for our residents.

Custom Scope

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.

The UCSF Internal Medicine Residency Program is one of the nation’s largest and highest-ranked internal medicine residency programs, training future physician leaders across diverse clinical settings with a strong commitment to excellence in patient care, medical education, research, and health equity.

The Department of Medicine is seeking a highly organized, collaborative, and detail-oriented Residency Recruitment & Onboarding Coordinator to support recruitment, onboarding, orientation, and accreditation activities for the Internal Medicine Residency Program. This position plays a critical role in shaping the trainee experience from recruitment through onboarding while supporting operational excellence within one of the country’s premier graduate medical education programs.

The ideal candidate thrives in a fast-paced academic environment, enjoys coordinating complex operational activities, and demonstrates strong communication, project management, and relationship-building skills.

DUTIES & ESSENTIAL JOB FUNCTIONS

Key Responsibilities

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

45

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. May lead workshops and / or information sessions for learners, faculty, and staff.

Lead recruitment activities for the Internal Medicine Residency Program, including but not limited to the following:

• Manage ERAS and Thalamus recruitment and interview scheduling platforms.
• Partner with program leadership to support annual recruitment strategy and applicant outreach efforts.
• Coordinate logistics for 25+ residency interview days, including scheduling, agendas, space reservations, catering, recruitment materials, and interviewer coordination.
• Coordinate recruitment-related events and diversity recruitment activities, including vendor coordination and budget tracking.
• Prepare applicant review and scoring materials for ranking meetings and faculty review committees.
• Coordinate Match Day communications and materials distribution.
• Coordinate orientation schedules, logistics, educational sessions, and related onboarding events in coordination with Associate Program Director(s).
• Manage calendar invitations and communication related to orientation programming.

Manage orientation activities for the Internal Medicine Residency Program, including by not limited to the following:

• Plan orientation activities in close collaboration with GME, program and track leadership, and affiliate sites
• Manage orientation week schedules and events, including managing calendar invites for DOM orientation day.

30

Manages 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.

Manage the onboarding process for the Internal Medicine Residency Program including but not limited to:

• Prepare post-match communications to matched interns
• Prepare annual onboarding materials in close collaboration with GME, Occupational Health and Safety, affiliate sites, and DOM HR
• Management and tracking completion of onboarding materials in MedHub (residency management systems)
• Guide matched applicants on proper completion of onboarding materials
• Track completion of onboarding deadlines and requirements of the matched interns.
• Identify and implement onboarding efficiencies and process improvements

15

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.

Specific responsibilities include:

• Support annual ACGME WebADS data collection and information gathering activities.
• Assist residency leadership with preparation for the Program Evaluation Committee (PEC) and Annual Program Evaluation (APE).
• Coordinate annual residency policy review and documentation updates.
• Lead annual review and posting of rotation goals and objectives within MedHub.
• Coordinate Program Letter of Agreement (PLA) review and renewal processes.
• Monitor educational documentation and accreditation-related materials to support compliance with institutional and ACGME requirements.
• Maintain accurate program records, reports, and accreditation documentation

5

Participates in budget development and tracks expenses for the program and / or relevant health professions educational activities. Generates reports and recommends methods to reduce costs. Collaborates with program management on financial issues within the program.

Specific responsibilities include:

• Management and tracking of budget for recruitment and orientation activities

5

Analyzes the user experience of educational technologies to optimize the teaching and learning environment. Capitalizes on opportunities to more efficiently and effectively administer educational software and platforms. Seeks solutions to enhance the user experience.

Specific responsibilities include:

• Support special projects and operational initiatives assigned by residency leadership.
• Participate in process improvement and operational enhancement initiatives related to educational program administration.
• Assist with implementation of new processes, systems, educational technologies, and workflow improvements.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training

• 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 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.

• Willingness to adopt AI tools to improve workflow efficiency

Preferred Qualifications

• Prior experience with recruitment and/or onboarding practices