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Education Specialist 2

3 months ago


San Francisco, United States University of California Full time

Education Specialist 2 & Front Desk Coordinator Temporary Employment Program Temporary Employment Job Summary The anticipated duration of this assignment is approximately 5 months. 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. Also, involves coordinating front desk receptionist patient & visitor activity. Key Responsibilities: Organize and execute departmental lectureships 5-10 times annually, includes but is not limited to: Conduct comprehensive event planning for these events, including coordination, implementation, and post-event wrap-ups and evaluations. Administer operational activities and organize the entire event including: Coordinating speakers, contracts, facilities, space planning, and reservations. Scouting potential locations/vendors and negotiating with different venues/hotels. Arranging breakfast/lunch/dinner/hors d'oeuvres. Overseeing electronic calendars involving departmental events. Designing marketing materials and advertisements for the events. Coordinating staffing of the events. Tracking guest lists. Ensuring payments and honorarium are issued. Ensure smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen. Manage the day-to-day oversight of the OHNS medical student programs, including, but not limited to: Attending UCSF Clerkship coordinator meetings to stay abreast of new SOM developments, requirements, and programs. Managing visiting student registration, onboarding, and evaluation processes. Managing UCSF student questions, requests for information, and evaluations. Handling requests about the department's programs from UCSF and visiting students. Managing requests for evaluations from UCSF SOM (and outside institutions). Act as course/classroom manager for departmental dissection classroom coordinating all logistics of educational dissection courses for faculty, residents, fellows, and students. Includes managing: Annual classroom accreditation (lab inspections, reports, etc.). Assisting course leaders with any necessary course accreditation or paperwork (IACUC, CSA, etc.). Industry grant application preparation in support of courses. Coordination of classroom staff and course leaders. Supply and cadaveric material purchase. Course communication to all participants. Management of distribution of evaluations and summarization of evaluation data. Reconciliation of grant awards and classroom expenses that are charged to departmental sources. Act as liaison between Laryngology Division and other stakeholder offices to develop and organize several educational courses, including but not limited to: Revamped Strobe/FEES course; care of the professional voice course; developing a quarterly webinar for laryngology and voice professionals. Duties include: Conducting preliminary analyses of policies governing such events. Advising program directors. Working with venues. Preparing written outlines of the project. Logistical preparation. Proofreading, formatting, and printing program materials. Tracking participant attendance. Aiding in communication with program administration and participants. Assisting with program planning and collaboration with program staff. Providing assistance to OHNS Lead Education Coordinator, duties include but are not limited to: Tracking monthly meal card assignments for the residents/fellows. Submitting quarterly reports to the GME office. Tracking and managing medical and DEA license reimbursements from the GME office. Processing trainee travel reimbursements. Managing trainee health insurance reporting on a monthly basis. Ensuring accurate and timely reports are submitted to the GME office; communicating after-the-fact changes to the appropriate offices. Assisting with document management during appointment season - downloading, getting signatures, uploading, and filing away on the share drive, preparing Box folders for Kaiser and CHO, ensuring compliance. Managing relocation, medical license, and Step III reimbursements from the GME office. Assisting in scheduling and prepping for bi-annual resident evaluation meetings. MedHub updates - monthly schedule verifications, updating personal data for trainees, generating evaluation reports. Prepping for the CCC meetings - self-evals, milestones. Event management - managing annual resident and fellow orientation meeting; assisting residents with coordination of weekly teaching meetings. Front desk coordination: Greet patients, visitors, and triage guests. Schedule meetings for select faculty. Function as assigned faculty assistant to selected faculty. Coordinate conference room meetings and schedules. Assist Chief Administrative Officer and Executive Assistant to the Chair as needed. Provide on-site administrative office support including: supply orders, package delivery, mail services/distribution. Other projects as assigned. The final salary and offer components are subject to additional approvals based on UC policy. To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search. Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role. For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range. To learn more about the benefits of working at UCSF, including total compensation, please visit: UCSF compensation and benefits. Department Description UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions. Required Qualifications Skills to learn organization-specific and other computer application programs Basic communication and interpersonal skills to communicate effectively, both verbally and in writing Excellent written and verbal communication Ability to use discretion and maintain all confidentiality Ability to use sound judgment in responding to issues and concerns Basic program and project management skills Minimum of 1+ years of related experience Demonstrated excellent attendance and reliability Ability to manage complex schedules and meeting requests Good to strong knowledge and skills with relevant business software systems (e.g., Word, Excel, PowerPoint, Outlook) Preferred Qualifications Experience in organizing educational events Demonstrated accountability, creativity, flexibility, initiative, and problem-solving orientation Some experience working with/tracking budgets About UCSF The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells. Pride Values UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values. In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Equal Employment Opportunity The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Organization TEP Job Code and Payroll Title 004484 HEALTH PROFNS EDUC SPEC 2 CX Job Category Administrative Support, Temporary Employment Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Employee Class Temporary Employment Percentage 100% Location Mount Zion (SF) Shift Days Shift Length 8 Hours Additional Shift Details M-F, 8-5, 100% onsite #J-18808-Ljbffr