Residency Program Coordinator

1 week ago

San Francisco, United States University of California San Francisco Full time

**Job Summary**:

- Administrative Support in setting up the new residency program track and enhance the current program.
- Coordinate meetings to gather valuable patient insights and steer the design effort.
- Participate in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
- Participate in residency program recruitment events.

**Residency Program Operations**:

- Coordinates implementation of professional health educational activities.
- Act as the first-line problem solver for logístical issues in the residency program.
- Perform tasks to promote the function of the Residency Program with emphasis on creative problem-solving, collaborative engagement with partners inside and outside the department, while achieving detailed accuracy.
- Maintain master residency calendars, including resident seminars, faculty meetings, program director calendar, selection dates, department workshops and events, and major program deadlines or milestones.
- Serve as the primary point of contact for all external residency rotations, managing resident schedules, initiating communication with other sites, and managing relationships with training sites.
- Troubleshoot regular malfunctions with resident parking and meal cards, pagers, badges, and IT accounts, requiring excellent business communication skills, creativity, quick problem-solving, and the ability to maintain diplomatic relationships with partners and stakeholders.
- Maintains program files and data, including resident appointment paperwork, accreditation reports, and regular organization of program shared drives.
- Create key annual documents to organize the residency program: residency face sheets, residency important date calendar, detailed rotation memos, orientation manuals, transfer lists, and other documents that orient faculty and residents to the larger residency system.
- Create Program Letters of Agreement and Training Affiliation documents to support new affiliations.
- Plan and coordinate daily lunches including headcounts, scheduling conflicts, and special events; Track costs accurately to stay within budget; Prepare invoices for payment and reconcile expenses with other departments when necessary; Set up and clean up lunch daily; Order additional meals as needed.

**Assist with logistics and coordination for program events and/or educational activities**:

- Coordinate meeting room reservations, catering, and purchasing for all residency activities, including the core R1, R2, and R3 curriculum, large workshops, and special events.
- Manage conference participation for recruiting conferences, including identifying attendees, arranging travel, updating recruiting and marketing materials, printing and packaging new materials, and, at times, attending conferences to ensure high-quality recruitment practices.

**Residency Project Management**:

- Manage the resident interview days, including room reservations, interview scheduling, materials preparation, and food.
- In collaboration with the Program Director and Program Manager, plan and manage other confidential and complex residency projects, including: recruitment and marketing materials, annual transfer lists, and tracking resident progress reports and milestone achievements per ACGME and departmental requirements and standards.
- Maintain a detailed professional knowledge base and skills to support ACGME program requirements including national milestones, competencies, regulations, duty hours, moonlighting, salary requirements, and complex rotation schedules.

**Department Administrative Support**:

- Update regulatory and department databases and file paperwork as required; Keep meeting minutes and follow up to distribute summary and action items.
- Customer service interface for UCSF and DPH partners, vendor, and other stakeholders; Maintain conference room calendars and requests; Maintain office equipment; Order office supplies; Copying/faxing, as needed.
- Arrange and facilitate conference and video calls using Polycom phones and Skype; Provide technical and operational support for webinars using GoToMeeting, WebEx, Zoom, Adobe Connect, or similar; Operate and maintain functioning of LCD projectors, laptops, copiers, fax machines, and printers; Track product update/upgrade needs and arrange accordingly.

**Special Projects**:

- Create and maintain a thorough desk manual for this position, requiring excellent business writing and communication skills.
- Coordinate logístical arrangements for faculty-led seminars and workshops 3-4 times per year, including tracking registration and attendance, conference room reservation, purchasing and invoicing, and other tasks as directed by faculty lead.

For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.

**Department Description**

**Required Qualifications**
- Bas

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