Health Professions Education Program Specialist 3

The UCSF San Joaquin Valley Program in Medical Education (SJV PRIME) Coordinator (UCSF-based) will apply knowledge about curriculum, requirements, and educational activities to coordinate professional health education programs. Coordinates, implements and maintains program operations, which may include teaching and learning activities, such as Advanced Regional Information: Summer Education, (ARISE), ALIGN (lecture seminars), AHEC-affiliated Summer Research Community Engagement (ASPIRE) - schedules, Professional Identify (PI) program curriculum as well as perform and manage administrative services to support the UCSF San Joaquin Valley Program in Medical Education (SJV PRIME) in the first years of medical school.

The SJV PRIME Coordinator performs assigned and manages programmatic functions and tasks to ensure that SJV PRIME medical student program objectives are adequately supported and achieved. This position is jointly supervised by the SJV PRIME Administrative Program Manager at the Fresno Campus as well as the SJV PRIME - US Administrative Faculty Director at San Francisco.

The incumbent will work with the Fresno-based SJV PRIME Administrative Manager and SJV PRIME Program Director based at UCSF on all aspects of SJV PRIME including admissions, curriculum, support, outreach, service-learning, evaluation/reporting, technology, budgeting/finances, and social media.

Duties will include: coordinating program-related meetings, managing logistics for events, and travel; preparing curriculum materials and arranging seminar logistics; communicating with participating faculty and students; interacting with community-based partners; tracking student and program activities; doing background research to inform evaluation and reports; entering, manipulating and organizing evaluation data; drafting reports and proposals; coordinating manuscript preparation and submission for publication; managing the program website and social media activities, and purchasing materials and equipment.

The position requires strong program support and diverse, project management and administrative skills, excellent organizational and communication skills, and cultural humility.

Required Qualifications

• 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 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.
• Excellent communicator; includes verbal and written, active listening and critical thinking skills. Ability to handle sensitive personal information with appropriate discretion and judgement.
• 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.
• Strong analytical skills and demonstrated attention to detail. Ability to complete work and meet established deadlines in an accurate and timely manner and to manage short or competing deadlines. Maintains excellent focus on all projects. Works hard and works smart.
• Ability to work independently with self-motivation and good judgment with above average ability to prioritize and manage multiple tasks.
• Demonstrated ability to handle highly confidential and sensitive information with tact and discretion.
• 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 record of excellent attendance and reliability and ability to serve as a primary resource for students.
• Independent thinking and problem solving; ability to professionally represent the program and exercise independent judgment.
• Prior experience in academic support services, including planning counseling and/or advising students with ability to develop study plans and to assist with study skills and test preparation and knowledge of various assessment tools.

Preferred Qualifications

• Advanced knowledge of MS Office applications (Word, Excel, PowerPoint, Outlook, Teams, OneDrive) and prior experience with key computer systems used for medical education (e.g., MedHub, UCSF BOX, WIKI).

EDUCATION

Required Education

• Bachelor's degree in related area minimum three years of exerience or equivalent experience / training.

Preferred Education

• Master's degree in related area preferred.

LICENSES

Required License

• CA Driver’s License.

CERTIFICATIONS

None listed.

SJV PRIME Program and Leadership Support

• Collaborates with program faculty, managers, and leadership to develop supplemental SJV PRIME supplemental curriculum, competencies, and programmatic activities across Foundations 1, Foundations 2, and Career Launch phases of the Bridges Curriculum.
• Serves as the primary point of contact with UCSF-based leadership, including the SJV PRIME Program Director, Co-Director, ARISE, ALIGN, ASPIRE, and PI Directors, to coordinate supplemental curriculum, seminars, and facilitators. Ensures students meet milestones and metrics through project management principles.
• Provides direct support to program leadership, including arranging travel, managing calendars, and coordinating logistics for program activities, meetings, and events.
• Organizes and executes program activities such as recruitment, orientation, graduation, PRIME statewide conferences, ARISE, ALIGN, ASPIRE, Professional Identity weeks, SJV PRIME Day, Clinical Skills exams, Wilderness Medicine Day, Admitted Students Day, and various and other educational activities and social events.
• Participates as a key member in the SJV PRIME+ Expansion Project (BS/MD Program), and the Foundations 1 curricular components, collaborating with UC Merced Department of Medical Education (DOME) faculty and staff to develop policies, admissions processes, and supplemental curriculum plans. Supports admissions workstreams, may serve as a committee member, and evaluates candidate applications.
• Develops learner assessment strategies and tools, analyzes performance and curriculum effectiveness, and generates evaluation reports for program leadership to inform improvements.

SJV PRIME Medical Student Support

• Serves as the point person for SJV PRIME students during their Foundational Science 1 and Foundations 2 years, ensuring their participation, satisfaction, and support in the program. Advises students on planning, initiation, and completion of their studies while tracking clinical learning opportunities and curriculum requirements.
• Collaborates closely with SJV PRIME Program faculty to create course plans for second and third-year students transitioning to UCSF Fresno.
• Triages questions from prospective applicants for SJV PRIME and SJV PRIME+ programs, disseminates program information, and engages with learners to collaboratively resolve program-related issues.
• Tracks and manages student files and program accreditation documentation to ensure compliance with university policies and regulatory requirements, including Area Health Education Centers (AHEC) Scholar requirements during ARISE, and other supplemental curricular components such as ALIGN, and ASPIRE and PI Weeks. This position requires travel to the UCSF Parnassus campus approximately once per month, or as needed, to provide on-site support for F1 ALIGN Seminars. Responsibilities may include coordinating conference room setup, arranging catering, welcoming and assisting faculty and guest speakers, and providing logistical support for other in-person activities and events.
• Provides guidance and support for career advising, and ensuring students meet curriculum milestones and deadlines.

SJV PRIME Program Administrative Support

• Manages program communication resources, including maintaining the program website, generating brochures, creating syllabi, medical student/program faculty handbooks and disseminating marketing materials. Ensures compliance with UCSF editorial policies and brand identity standards.
• Responds to inquiries regarding educational technology and systems, troubleshoots issues for webinars and other social media events, and compiles user feedback data.
• Participates in budget development, monitors expenses for program activities, and establishes budget controls.
• Coordinates logistics for large-scale program events, which may include room reservations, catering, event schedules, and outreach student-led community engagement and project activities.
• Required to attend and provide support at various programmatic events and activities, which may include after-hours and some weekend commitments. Key events requiring participation include Match Day, SJV PRIME Day, and the Statewide Conference, among others. These events are critical to the program’s success and often require an “all hands on deck” approach to ensure smooth execution.
• Creates and manages weekly conference calls with program managers and faculty leads to ensure program objectives are met. Provides updates on program progress during monthly meetings with UCSF Fresno and UCSF main campus stakeholders.
• May assist Management with gathering financial information, such as providing historical data, and forecasting data during the budget seasons.
• Other duties/tasks as assigned: provide general office coverage in the absence of other administrative staff. 

Budgeted Job Salary Range: 75,000.00