Health Professions Education Specialist 3

Job Function Summary

Involves designing, conducting, promoting, evaluating and supporting health professions education programs in compliance with organizational objectives and nationally accepted accreditation standards and requirements. Supports learners (including but not limited to faculty, residents, clinical fellows, graduate or undergraduate learners, practicing or licensed professionals) in areas such as curriculum, teaching and learning activities, scheduling, core competencies, assessment and evaluations. Coordinates all activities associated with ongoing administration of health professions education programs.

Generic Scope

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.

Custom Scope

The Education Unit in the Department of Emergency Medicine (DEM) directs and manages the education of all trainees in Emergency Medicine, including medical students, residents, and fellows, as well as continuing medical education (CME) for the department. The activities of the DEM Education Unit are multi-site including UCSF Hellen Diller Medical Center at Parnassus Heights, Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG), UCSF Benioff Children’s Hospitals San Francisco and Oakland, and offsite rotations.

The Education Unit includes the Emergency Medicine Residency Program, 3 ACGME fellowship programs, 7 non-ACGME fellowship programs, 12 Emergency Medicine medical student courses, and visiting housestaff. The unit is headed by the Vice Chair for Education and includes the Associate/Assistant Residency Program Directors, Medical Student Clerkship Co-Directors, Fellowship Directors, Education Programs Manager, two Education Programs Sr. Analysts, and three Education Programs Analysts.

The Education Programs Sr. Analyst manages and provides programmatic support for the DEM residency and fellowship programs, as well as provides general administrative and programmatic support for the education unit. The individual in this position must be able to prioritize work accurately and independently and function effectively to manage competing priorities.

The incumbent applies knowledge about curriculum, requirements, and educational activities to coordinate professional health education programs. The incumbent coordinates and maintains program operations, which may include recruitment, teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, evaluations, and program accreditation. The position requires a high level of professionalism and diplomacy.

Department Overview

The Department of Emergency Medicine (DEM) provides emergency medical care to approximately 177,000 patients annually at the UCSF Hellen Diller Medical Center at Parnassus Heights, UCSF Benioff Children’s Hospitals San Francisco and Oakland and Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG).

DEM administrative and research staff support the work of 90+ full-time faculty and 50+ part-time attendings, a residency program, 10 fellowship programs, and over 450 housestaff and students each year.

Our vision is to be the leader in compassionate, innovative and equitable emergency care for all people at all times.

Required Qualifications

• Minimum 3 years of related experience.
• 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.

Preferred Qualifications

• 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.
• Thorough knowledge of relevant policies and regulatory requirements. Solid knowledge of health professions education program requirements. Thorough knowledge of health professions education industry.

Required Education

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

Preferred Education

• Master's degree in related area preferred.

Licenses

None listed.

Certifications

None listed.

GME & UME Programs Management

• Manages the daily operations for the Emergency Medicine residency and fellowship programs which includes 3 ACGME fellowship programs and 7 non-ACGME fellowship programs.
• Collaborates with chief residents to create and oversee the resident clinical schedules for all DEM sites. Maintains the resident clinical schedule and ensures the accuracy of the published schedules. Serves as the primary liaison to all UCSF and non-UCSF residency programs who send their residents to rotate in our emergency departments.
• Under the direction of the Vice Chair for Education, Education Programs Manager, and Fellowship Directors, manages and oversees the Accreditation Council of Graduate Medical Education (ACGME) fellowship program accreditation report and review process, including site survey preparation, annual ADS survey, and annual fellowship program update reports for the UCSF GME Office.
• Manages operational components of the program specific to the employment of learners, which may include human resources onboarding; appointment paperwork; credentialing; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting.
• Oversees resident and fellow appointment, reappointment, and credentialing and is primarily responsible for ensuring that all forms are complete and submitted in a timely manner.
• Oversees annual residency and fellowship recruitment and selection process, including managing the review process, advising applicants, and coordinating all aspects of the interview day (i.e. faculty interviews, logistics, tours, etc.). Proposes and makes modifications for future recruitment efforts.
• Coordinates logistics for semi-annual Clinical Competence Committee (CCC) Meetings and Program Evaluation Committee (PEC) meetings. Prepares agendas, maintains meeting minutes, and develops reports.
• 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.
• Works with Vice Chair for Education, Education Programs Manager, Fellowship Directors 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 exams.
• 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.
• Collaborates with program faculty and leadership to develop learner assessment documentation; including assessment tools and assessment strategies/timelines. Implements learner assessment strategies and ensure compliance with deadlines. Analyzes learner performance, curriculum effectiveness, and impact of rotation experience and other educational activities. Provides summary reports of evaluations to program leadership.
• 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.
• Serves as the primary administrator for the electronic evaluation and GME management system.
• 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.
• Analyzes a wide range of educational issues and applies project management principles and practices to achieve results in academic setting. May work with matrixed teams of professionals and key stakeholders to deliver effective results.
• 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. Advises learners on planning, initiation, and completion of their studies.
• 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.
• Develops and maintains program communication resources, which may include maintaining the program website to ensure updated information and program requirements; generating informational brochures; and maintaining email and address lists. Implements new ideas on ways to improve program communication.
• Liaise between program and/or departmental administration and University stakeholders. Develops new approaches or methods for maintaining effective communication. Participates in campus-wide committees.

Budget/Financial Support

• 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.
• Provides financial support for the educational programs for purchasing, supply ordering, reimbursement requests, and accounts payable.

Education Programs Support

• Provides logistics and administrative support for education events and/or activities, which may include recruitment, orientation, graduation, retreats, conferences, and/or other activities.
• Assists with a variety of projects to provide solutions to improve educational or administrative operations. May work with others to achieve project objectives.
• Other duties as assigned.

Budgeted Job Salary Range: will work with TA to ensure salary is equitable