Director, Graduate Medical Education

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

Spends the majority of time (50% or more) achieving organizational objectives through the coordinated achievements of subordinate staff. Establishes departmental goals and objectives, functions with autonomy. Manages the accountability and stewardship of human, financial, and often physical resources in compliance with departmental and organizational goals and objectives. Ensures subordinate supervisors and professionals adhere to defined internal controls. Manages systems and procedures to protect departmental assets.

Custom Scope

UCSF Fresno is a regional campus of UCSF located in California's Central San Joaquin Valley and administered by the Office of the Vice Dean in Fresno.

The Department of Graduate Medical Education (GME) has direct responsibility for the accreditation and oversight of all residency and fellowship training programs on the UCSF Fresno regional campus under the UCSF School of Medicine. The GME Department supports specialty residency and subspecialty fellowship programs, serving physicians in training across the campus. This position also works closely with our clinical partners to advance the mission of improving the health of Central California through innovative, high-quality patient care, training the next generation of physicians, and supporting patient-centered research.

The position oversees an annual budget of nearly $35 million, including resident and fellow salaries. The office also provides advisory support for residency and fellowship program budgets. Strong collaboration across all departments is essential.

The Director of GME has both direct and indirect supervision for program coordinators and educational supervisors and must be able to step into a program in a supervisory capacity as needed.

In collaboration with the Assistant Dean for GME / DIO, this position is responsible for all aspects of Graduate Medical Education across all training programs, including financial analysis and forecasting, support staff and services administration, information technology, operations, accreditation, new program development, and strategic planning. Decisions made in this position often have far-reaching impact and directly influence the department's strategic outcomes. All departments, including residency and fellowship programs, rely on the GME office for the policies, procedures, and expertise that unify the UCSF Fresno programs.

This position reports to the Chief Administrative Officer for operational, administrative, and financial matters, and to the Assistant Dean for GME/Designated Institutional Official for programmatic direction and ACGME accreditation compliance.

Required Qualifications

• Bachelor''s degree in related area and / or equivalent experience / training.
• Minimum 5 years of graduate medical education experience.
• Minimum 5 years of lead/supervisory/management experience.
• Broad knowledge of health professions education industry, including educational concepts, curriculum, and competencies of a specific health profession.
• Knowledge of relevant federal, state and local laws and regulations including national accrediting organizations and state and federal licensing and regulatory offices.
• Leadership skills in employee supervision and HR administration to effectively lead and motivate others.
• Conflict resolution skills to resolve personnel issues and counsel assigned staff to develop cooperative working relationships. Knowledge of labor and employee relations, laws, collective bargaining unit contracts, and policies related to leave, pay, and work hours for exempt and nonexempt staff, faculty, and students.
• Develop and foster effective collaboration with departments, divisions, medical staff leadership, faculty and other affiliated services to ensure integrated approach to providing GME services, and fulfilling the clinical, research and educational goals and medical education objectives for the institution.
• Demonstrated ability to effectively manage multiple priorities in a complex, challenging environment.
• Demonstrates adaptability and flexibility, anticipates and effectively handles change.
• Ability to organize program operations and sites in an efficient and effective manner through improving health professions education program processes, procedures, and
• systems.
• Interpersonal skills to maintain professional relationships with peers, learners, multidisciplinary team members, senior management and assigned staff.
• Ability to collaborate within and across health professions to integrate / coordinate program activities and resolve problems.

Preferred Qualifications

• Proven skills to quickly evaluate complex issues and to identify multiple options for resolution. Demonstrates good problem-solving and analytical skills. Creatively addresses
• complex or new problems.
• Verbal and written communication skills to effectively to communicate through all mediums and with all groups.
• Demonstrated abilities to listen actively, persuade, advise, and counsel.
• In-depth knowledge of educational software and technologies to promote a wide-range of teaching and learning goals.
• Ability to forecast funding needs and assist in devising a plan to secure funds for program development
• Ability to review multiple data sources simultaneously to determine needs or make recommendations -e.g. Amion,MedHub and MyAccess, MyReports to make
• recommendations about financial impact and resident work hours.
• Understanding of Clinical Practice Operations/Revenue Cycle principles and practices
• Understanding of Graduate Medical Education Operations/Training programs, principles and practices
• Understanding of ACGME and RRC regulations and other accrediting bodies for accreditation of the residency programs and fellowships.
• Previous work or understanding of the following organizations (works with these organizations continually):ACGME, AAMC, Medical Board of California, Osteopathic Board of California, Educational Commission on Foreign Medical Graduates, Electronic Residency Application Service, National Resident Matching Program, United States Licensing Exam, Veteran''s Affairs, Community Medical Center, Central California Faculty Medical Group, UCOP and UCSF
• Broad knowledge of campus, HR and university policies and processes

% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)45Yes

Manages supervisors and coordinators within the health professions education program to achieve program objectives. This includes defining individual goals and review work that meets quality and timeline requirements. Advises employees on supporting learners and resolving program administrative issues.

Holds direct responsibility for overseeing all academic accreditation for the department of GME, as well as resident and fellow support resources. Ensures a high level of employee engagement and morale while maintaining compliance with UCSF policies, hospital and other health care institutional policies and procedures, and state & federal laws, as appropriate and applicable.

Works closely with the Assistant Dean for GME and with executive leadership at our clinical affiliate sites and physician groups, to appropriately represent the campus in GME matters.

Directs operation of the GME Office staff who support:

• Representing training programs and trainee interests to UCSF, UCOP, major clinical affiliates, and other agencies and departments
• Areas of responsibility include the following: program and institutional accreditation, trainee credentialing, licensing, and appointments, trainee recruitment/match, trainee human resources, trainee related labor relations, payroll and benefits, academic due process, trainee orientation and onboarding, records and document management, institutional related events and activities, communications, and program leadership development.

15Yes

Has full budget accountability for graduate medical education department. Manages fiscal, material and human resources within budget. Recommends fee structures where appropriate; approves course related charges, and monitors budgets. Analyzes and prepares variance analyses of budgeted resources and investigates discrepancies.

• Serves as the principal liaison to UCSF Fresno leadership including the Vice Dean, Assistant Dean of GME/DIO, Chief Administrative Officer, Finance Manager, division chiefs, and administrators, on budgetary and financial matters, including UCSF Fresno budget needs for training programs with clinical affiliates.
• Oversees payroll operations for all residents and fellows. Serves as a key adviser to other departments on budgetary needs and potential funding sources.
• Tracks and analyzes funding sources (University, Affiliates, Grants, Physicians Group, etc), determines which is best to use and delineates functions related to each source.
• Coordinates with Fresno Finance on all disbursement agreements and contracts related to clinical affiliate rates, including the invoicing and billing of GME services and resources.
• Reviews, monitors, and approves institution-wide expenditures related to institutional operations, trainees, and/or training programs to ensure budgetary compliance.
• Evaluates, recommends, and forecasts the financial impact of training program expansions, reductions, and new program development, including the resources required to support those changes.

10Yes

Serves as resource for course chairs, program directors, department chairs, learners, academic personnel, leadership and faculty, contractors, and department administration for any program related questions or issues. Actively participates in organization-wide committees to help develop strategic plans for high-level changes affecting learners.

• Conducts strategic planning related to GME resources.
• Serves as a resource for program directors, program managers, and department chiefs and other leaders as needs arise.
• Provides guidance and consultation to program leadership on a variety of GME functions that include but are not limited to medical/dental licensure, academic due process, trainee academic appointments, trainee leaves of absence, accreditation requirements, etc.

5YesOversees functional areas related to Institutional Accreditation/Requirements

• Ensures compliance with accreditation requirements.
• Ensures current and appropriate affiliation agreements, which include negotiating and monitoring affiliation compliance with accreditation requirements.
• Manages the implementation and execution of policies and procedures regarding the quality of education and clinical training environment for trainees.
• Manages the quality improvement efforts of programs and institutions to develop best practices for correction and prevention of institutional deficiencies
• Manages the oversight of work hour compliance
• Ensures accreditation documentation for the institution and all programs related to accreditation letters, special reviews, survey data, and other metrics are tracked to develop institutional solutions to common issues or concerns.
• Serves as primary advisor to the Assistant Dean/DIO on matters related to the management and oversight of the Graduate Medical Education Committee (GMEC)

5Yes

Recommends changes in staffing, executes recruiting and onboarding, verifying new hires meet standards. Updates job descriptions to maintain accuracy. Conducts performance evaluations and defines development goals.

Promotes staff professional growth and career advancement by implementing professional development and training initiatives. Provides mentorship and guidance to emerging and new leaders, supporting a successful transition from coordinator positions into formal leadership roles

5YesRepresents the Vice Dean and the Assistant Dean of GME (DIO) internally and externally, independently determines need and then makes complete recommendations, and or outlines options, to leadership with respect to all graduate medical education issues; coordinates staffing assignments and policy interpretation.

15Yes

Oversees project proposals to achieve specifically No designed results. Collaborating with other leaders to coordinate the effort involving a broad range of issues including problem identification, costs, benefits and options.

• Strategic Initiatives and Projects

o Leads strategic projects for the campus related to graduate medical education that have direct financial and/or operational impact on training programs, clinical affiliates, and or the campus/system.

o Collaborates with other UCSF departments on initiatives and/or projects that have direct impact on the administrative and operational functions related to graduate medical education.

o Collaborates with clinical affiliates on projects that impact the clinical learning environment and educational training of trainees.

• Trainee Personnel Activities

o Represents UCSF Fresno and UC in labor management meetings with the trainee union (CIR-SEIU).

o Serves as a subject matter expert in the collective bargaining process, ensuring institutional, programmatic, and accreditation needs are met.

o Partners with Labor Relations to address and respond to grievances, request for information, arbitration, and other labor actions.

o Serves as a liaison between trainee union representatives, training program leadership, and UCSF Fresno leadership on matters related to graduate medical education and labor relations. Participate in UC systemwide workgroups and/or request proposals related to trainee health insurance, wellness, and other benefits.

% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)45Yes

Manages supervisors and coordinators within the health professions education program to achieve program objectives. This includes defining individual goals and review work that meets quality and timeline requirements. Advises employees on supporting learners and resolving program administrative issues.

Holds direct responsibility for overseeing all academic accreditation for the department of GME, as well as resident and fellow support resources. Ensures a high level of employee engagement and morale while maintaining compliance with UCSF policies, hospital and other health care institutional policies and procedures, and state & federal laws, as appropriate and applicable.

Works closely with the Assistant Dean for GME and with executive leadership at our clinical affiliate sites and physician groups, to appropriately represent the campus in GME matters.

Directs operation of the GME Office staff who support:

• Representing training programs and trainee interests to UCSF, UCOP, major clinical affiliates, and other agencies and departments
• Areas of responsibility include the following: program and institutional accreditation, trainee credentialing, licensing, and appointments, trainee recruitment/match, trainee human resources, trainee related labor relations, payroll and benefits, academic due process, trainee orientation and onboarding, records and document management, institutional related events and activities, communications, and program leadership development.

15Yes

Has full budget accountability for graduate medical education department. Manages fiscal, material and human resources within budget. Recommends fee structures where appropriate; approves course related charges, and monitors budgets. Analyzes and prepares variance analyses of budgeted resources and investigates discrepancies.

• Serves as the principal liaison to UCSF Fresno leadership including the Vice Dean, Assistant Dean of GME/DIO, Chief Administrative Officer, Finance Manager, division chiefs, and administrators, on budgetary and financial matters, including UCSF Fresno budget needs for training programs with clinical affiliates.
• Oversees payroll operations for all residents and fellows. Serves as a key adviser to other departments on budgetary needs and potential funding sources.
• Tracks and analyzes funding sources (University, Affiliates, Grants, Physicians Group, etc), determines which is best to use and delineates functions related to each source.
• Coordinates with Fresno Finance on all disbursement agreements and contracts related to clinical affiliate rates, including the invoicing and billing of GME services and resources.
• Reviews, monitors, and approves institution-wide expenditures related to institutional operations, trainees, and/or training programs to ensure budgetary compliance.
• Evaluates, recommends, and forecasts the financial impact of training program expansions, reductions, and new program development, including the resources required to support those changes.

10Yes

Serves as resource for course chairs, program directors, department chairs, learners, academic personnel, leadership and faculty, contractors, and department administration for any program related questions or issues. Actively participates in organization-wide committees to help develop strategic plans for high-level changes affecting learners.

• Conducts strategic planning related to GME resources.
• Serves as a resource for program directors, program managers, and department chiefs and other leaders as needs arise.
• Provides guidance and consultation to program leadership on a variety of GME functions that include but are not limited to medical/dental licensure, academic due process, trainee academic appointments, trainee leaves of absence, accreditation requirements, etc.

5YesOversees functional areas related to Institutional Accreditation/Requirements

• Ensures compliance with accreditation requirements.
• Ensures current and appropriate affiliation agreements, which include negotiating and monitoring affiliation compliance with accreditation requirements.
• Manages the implementation and execution of policies and procedures regarding the quality of education and clinical training environment for trainees.
• Manages the quality improvement efforts of programs and institutions to develop best practices for correction and prevention of institutional deficiencies
• Manages the oversight of work hour compliance
• Ensures accreditation documentation for the institution and all programs related to accreditation letters, special reviews, survey data, and other metrics are tracked to develop institutional solutions to common issues or concerns.
• Serves as primary advisor to the Assistant Dean/DIO on matters related to the management and oversight of the Graduate Medical Education Committee (GMEC)

5Yes

Recommends changes in staffing, executes recruiting and onboarding, verifying new hires meet standards. Updates job descriptions to maintain accuracy. Conducts performance evaluations and defines development goals.

Promotes staff professional growth and career advancement by implementing professional development and training initiatives. Provides mentorship and guidance to emerging and new leaders, supporting a successful transition from coordinator positions into formal leadership roles

5YesRepresents the Vice Dean and the Assistant Dean of GME (DIO) internally and externally, independently determines need and then makes complete recommendations, and or outlines options, to leadership with respect to all graduate medical education issues; coordinates staffing assignments and policy interpretation.

15Yes

Oversees project proposals to achieve specifically No designed results. Collaborating with other leaders to coordinate the effort involving a broad range of issues including problem identification, costs, benefits and options.

• Strategic Initiatives and Projects

o Leads strategic projects for the campus related to graduate medical education that have direct financial and/or operational impact on training programs, clinical affiliates, and or the campus/system.

o Collaborates with other UCSF departments on initiatives and/or projects that have direct impact on the administrative and operational functions related to graduate medical education.

o Collaborates with clinical affiliates on projects that impact the clinical learning environment and educational training of trainees.

• Trainee Personnel Activities

o Represents UCSF Fresno and UC in labor management meetings with the trainee union (CIR-SEIU).

o Serves as a subject matter expert in the collective bargaining process, ensuring institutional, programmatic, and accreditation needs are met.

o Partners with Labor Relations to address and respond to grievances, request for information, arbitration, and other labor actions.

o Serves as a liaison between trainee union representatives, training program leadership, and UCSF Fresno leadership on matters related to graduate medical education and labor relations. Participate in UC systemwide workgroups and/or request proposals related to trainee health insurance, wellness, and other benefits.