Residency Program Coordinator

Who We Are

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

The Department of Radiation Oncology at UC Irvine School of Medicine provides high-quality, compassionate care to those diagnosed with cancer who require radiation treatment as part of the course of their clinical management. The department is committed to advancing clinical care, education and research.
Team members are highly qualified radiation oncologists, radiation biologists, medical physicists, nurses, dosimetrists, radiation therapists, medical assistants and social workers. They are certified in their respective specialties and actively involved in national organizations that develop standards of care in their areas of expertise.

Under general direction, incumbent is responsible for management and coordination of all residency programs within the Department of Radiation Oncology. This includes policy interpretation, development/implementation of procedures to support effective and efficient operations of residency in the department, and to ensure compliance with Accreditation Council for Graduate Medical Education (ACGME), Commission on Accreditation of Medical Physics Education Programs (CAMPEP) and University policies. Implements and maintains internal and external program management software. Ensures the fiscal viability for all aspects of the Program, including budgetary oversight, FTE allocations, reimbursement requests, etc. Serves as a resource to the Residency Program Director, Chair, Department Administrator, and residents. Acts as unit liaison to other affiliate sites. Participates in special projects as requested by the Chair, Department Administrator and/or other department leaders.

Your Role on the Team

Administration, coordination and support of department specific Graduate Medical Education (GME) and/or non GME programs for Residents in the Department of Radiation Oncology. 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 professional education programs.

Duties include full management and coordination of all ACGME & CAMPEP Education Programs within the departments’ Radiation Oncology and Medical Physics clinical training programs.
In conjunction with Physician Program Directors (PDs), leads all educational activities that support program curriculums and ensure the program requirements are compliant. Lead the planning of the program needs (e.g. strategic development, system implementation, processes, policy & procedure development and implementation) to meet program objectives. Is the key liaison among affiliate institutions, GME office, Residents and the Department. Serves as a member of various educational committees both internal and external to the Institution. Responsible for maintaining and/or updating programmatic goals/objectives, policy and guidance materials for all education programs. Provides full administrative support to the PDs and Residents as it relates to program-specific purchase requisitions, disbursement vouchers, travel/entertainment reimbursements via KFS. Manages and oversee program audits, surveys, training evaluations, meeting minutes, & other correspondences.

Serves as a backup for Senate and Non-Senate faculty recruitments, merit and promotion management and annual reviews. Oversees Faculty and Resident recruitment using various identified recruitment sites. Responsible for scheduling, onboarding and oversight of all Clinic Shadowers, including internal & external Medical Students, Student Researchers, Clerkship programs, etc.

What It Takes to be Successful

Required:

• Working knowledge of ACGME, CAMPEP & AAAPM program requirements.
• Thorough knowledge of relevant policies and regulatory requirements.
• Solid knowledge of health professions education program requirements.
• Thorough knowledge of health professions education industry.
• Advanced knowledge of administrative operations and functions.
• Demonstrated ability to apply knowledge and skills to develop and implement complex processes and systems.
• Excellent communication skills; including verbal, written and active listening. Service oriented and responsive to questions and requests.
• Ability to interact in a professional, resourceful, and courteous manner.
• Strong interpersonal skills.
• Demonstrated ability to develop working relationships within department and with learners.
• Excellent organizational skills, initiative, and demonstrated attention to detail.
• Ability to work with extremely complex calendars / schedules required.
• Extremely well organized and detail oriented.
• Knowledge of educational technology and systems.
• Ability to troubleshoot and triages related technology issues.
• Investigative, data analysis, and reporting skills.
• Ability to generate computer reports, checking for errors, correcting and submitting accurate reports.
• Skills include entering, maintaining, extracting, and analyzing data in electronic systems.
• Proficiency with Microsoft Office Suite and Video Conferencing Platforms.
• Bachelor's degree in related area and / or equivalent experience / training
• Minimum of 2 years in Healthcare Administration.

Preferred:

• Basic knowledge of Human Resource and/or Personnel Management including staff onboarding, timekeeping, labor relations, etc.
• Experience working in a union-facing or labor-driven environment.
• Experience managing multiple concurrent programs or a demonstrated ability to navigate two separate accrediting bodies and requirements.
• Familiarity with UC-specific systems such as UCPath (payroll/HR), AP Recruit (Faculty recruitment), KFS (financial & travel management)
• 4+ years of relevant experience with focus on Graduate Medical Education and/or Human Resource Management.

Special Conditions:

• May require travel to various locations as needed
• Occasional attendance at off-site meetings and conferences
• Hybrid; Schedule to be determined upon hire

Total Rewards

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or [email protected].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization