Fellowship Programs Manager

Department Description

The Division of Cardiology is one of the largest clinical, research and training divisions of the Department of Medicine (DOM) at UCSF. Within the Division are sub-specialty sections for: Adult Congenital Heart Disease; Advanced Heart Failure, Transplant, and Pulmonary Hypertension; Cardiac Electrophysiology; Cardi-Oncology and Immunology; Critical Care Cardiology; Echocardiography and Cardiac Imaging; General Cardiology, Interventional Cardiology; and Prevention. The Division runs several clinical practices in multiple sites, conducts basic and clinical research, and educates medical students, residents, clinical fellows and postdoctoral scholars through ACGME as well as non-ACGME training programs. In addition, the Division has significant and complex financial and administrative relationships with DOM and the UCSF Medical Center, as well as large patient care programs in the sections noted above, large clinical, Federal, and privately supported research programs and six faculty laboratories.

The Division has over 80 full-time faculty, and 39 clinical fellows. The Division currently expends over $22 million per year in pursuit of its clinical, research, training, and service missions. While the Division is primarily split between the Parnassus and Mission Bay campuses, fellows have rotations at the Zuckerberg San Francisco General Hospital (ZSFG) and the San Francisco Veterans Affairs Medical Center (SFVAMC).

There are typically about 40 fellows among the eleven fellowships in the Division: Clinical Cardiology; Adult Congenital Heart Disease; Cardio-Oncology and Immunology Critical Care Cardiology; Echo; Advanced Echo; Electrophysiology; Heart Failure; Imaging; Interventional; Preventive; Research; and Structural Interventional. Fellows rotate at three hospitals: UCSF, Zuckerberg San Francisco General (ZSFG), and San Francisco Veterans Affairs Medical Center (SFVAMC). Typically, about 50% of the fellows are on three-year fellowships, 20% are on two-year fellowships, and the balance are on one-year fellowships.

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

Provides direct supervision typically to professionals or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives.

Custom Scope

The Cardiology Division is seeking a highly skilled and motivated Fellowship Programs Manager. This position is crucial for providing expert guidance on the educational administration of both ACGME and non-ACGME fellowship programs. The incumbent will report to the Associate Chief for Education and lead a team of two fellowship administrators within the division.

Key Responsibilities:

• Through the coordinated efforts of their team, oversee human resource management of trainees, program compliance with ACGME/GME requirements, and in collaboration with divisional finance teams, oversee trainee FTE.

• Provide leadership, training, mentoring, and motivation to a team of program administrators.

• Collaborate with DOM Education leadership to develop and implement guidelines, streamline processes, and establish internal controls to ensure high standards and cross-coverage mechanisms.

• Oversee the entire portfolio of ACGME and/or non-ACGME fellowship programs within the division..

The ideal candidate has extensive knowledge of Graduate Medical Education (GME) and previous program administration experience. Demonstrated leadership skills in training and guiding staff, adept at operationalizing policies, strong communication skills with a variety of stakeholders, are essential to the success of this role.

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. Additional information about UCSF is available here.

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

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 status under state or federal law.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Required Qualifications

• Bachelor''s degree in related area and five or more years of relevant experience which includes three or more years of supervisory experience and / or equivalent experience / training
• Knowledge of the health professions education industry, administrative analysis and operations research
• Knowledge of assigned program requirements and curriculum
• Knowledge of department, organization, HR and university policies and processes
• Current knowledge of relevant industry federal, state and local laws and regulations including national accrediting organizations and state and federal licensing and regulatory offices
• Demonstrated leadership skills in training and guiding employees on educational techniques
• Motivates and inspires staff to improve the health profession education services
• Demonstrated ability to prioritize effectively to meet deadlines in a complex, challenging environment
• Ability to organize assigned staff and unit operations in an efficient and effective manner
• Effective communication skills with peers, learners, faculty, and other education program coordinators / managers
• Skills to evaluate issues and identify solutions within defined procedures and policies
• Demonstrated ability to solve problems and suggest solutions through critical thinking process
• Verbal and written communication skills to explain technical health profession / education concepts, actively listen, persuade, advise, and counsel
• Proven ability to recruit faculty and integrate learners which requires high-level planning and coordination skills, the ability to think strategically and communicate complex information to multiple stakeholders

Preferred Qualifications

• Master's degree in related area
• In-depth knowledge of educational software and technologies to promote a wide-range of teaching and learning goals
• TAGME Certification

% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)30yes

Directly supervises health professions education staff that coordinate all activities associated with ongoing administration of the program. Monitors curriculum, teaching and learning activities, scheduling, and assessment activities that support learners and meet standards.

• Supervision of day-to-day activities of staff. Determines priorities of competing deadlines and/or tasks. Assists staff to interpret policies and resolve problems. Ensures that direct reports meet all deadlines.
• Monitors bandwidth of the staff and provides cross-coverage or develops a cross-coverage plan as needed.
• Regularly evaluate staff and define development goals, including developing a corrective course of action to ensure the standards are met by all team members.
• Responsible for completing annual performance evaluation.
• Exercises judgement in providing recommendations on changes to staffing and budget to ensure the most efficient operations of the unit.

5yes

Acts as advisor to management. Provides leadership and maintains strong ties with all levels of educational program staff, department administration, and University stakeholders. Develops new approaches or methods for maintaining effective communication.

• Acts as an advisor to the Administrative Director of Education and collaborates closely with the other Fellowship Program Managers
• Maintains strong relationships with fellowship program directors and assistant directors, and sponsored and non-sponsored finance managers, and division manager for the fellowships that they oversee on their team. Communicates expectations with the division and provides leadership in resolving any issues that may arise because of mis-aligned expectations.

30yes

Manages the overall delivery and day to day operations of a program including overseeing logistics, tracking student databases, related educational activities, and recruiting faculty to teach in the program. Monitors activities and documentation to ensure program will meet accreditation standards and reports to national accrediting bodies.

• Manages a small portfolio of ACGME and/or non-ACGME programs, which includes oversight of all human resources functions of trainees and ensuring compliance with all national and local accreditation and licensing requirements.
• Support curriculum development and delivery, including advising faculty on course content and competencies.
• Implement systems to evaluate site-based learning experiences and streamline processes for curriculum delivery and learner assessment.

10yes

Manages the program database, which may include individual learner files as well as program accreditation documentation, to ensure compliance with relevant regulatory and University policies. Audits databases for accuracy and completeness. Uses data and analytics to identify, analyze, and resolve problems, which may be operational or educational.

• Oversees program compliance with ACGME regulations. Review and provides feedback to staff for ACGME ADS submissions. Reviews programs' annual evaluations with the program administator, ensuring they understand how to meet program compliance and avoid any citations and/or warnings.
• Ensures compliance with GME Funds Flow and Medicare reporting by reviewing MedHub validation reports on a monthly basis.

10yes

Implements processes and guidelines for managing the operational components specific to the employment of learners which may include human resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting. Ensures seamless and error free payroll to learners.

• Assists with the development of DOM Education procedures and policies.
• Develops a system of checks and balances and transparency in all operational aspects. Raises issues and points for improvement for continous process improvement.
• Maintains oversight of appointment paperwork, credentialing, and other key aspects of trainee human resources. Final reviewer of appointment paperwork for the unit.
• Collaborate with the divisional finance team(s) to oversee FTE usage, providing MedHub reporting and payroll oversight. Works closely with HR, Controller's Office, OGME, and other offices to resolve issues related to pay.

15yes

Trains program coordinators, teaching strategic planning, analysis, and program management techniques. Mentors staff in meeting professional goals and developing growth areas. Assists management in coordinating staff development, training, and competency assessment.

• As applicable in collaboration with other Fellowship Program Managers in DOM and Administrative Director of Education, develop on-going trainings for fellowship program administrators. Relies on expert subject matter expertise to synthesize and organize new information into trainings for the team.
• Conducts needs assesment to identify gaps in training. Proactively, seeks out the relevant information and either facilitiates the training and/or develops training. Develops benchmarks to measure learning and competencies.
• Develops and conducts new hire orientation and onboarding. Continually provides training, supervision and feedback for direct reports. Ensures that direct reports have the training, resources, skills and ability to meet the unit's goals and objectives.
• Meets regularly with team in 1:1 and group settings to support community of practice and and provide continuous feedback.

% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)30yes

Directly supervises health professions education staff that coordinate all activities associated with ongoing administration of the program. Monitors curriculum, teaching and learning activities, scheduling, and assessment activities that support learners and meet standards.

• Supervision of day-to-day activities of staff. Determines priorities of competing deadlines and/or tasks. Assists staff to interpret policies and resolve problems. Ensures that direct reports meet all deadlines.
• Monitors bandwidth of the staff and provides cross-coverage or develops a cross-coverage plan as needed.
• Regularly evaluate staff and define development goals, including developing a corrective course of action to ensure the standards are met by all team members.
• Responsible for completing annual performance evaluation.
• Exercises judgement in providing recommendations on changes to staffing and budget to ensure the most efficient operations of the unit.

5yes

Acts as advisor to management. Provides leadership and maintains strong ties with all levels of educational program staff, department administration, and University stakeholders. Develops new approaches or methods for maintaining effective communication.

• Acts as an advisor to the Administrative Director of Education and collaborates closely with the other Fellowship Program Managers
• Maintains strong relationships with fellowship program directors and assistant directors, and sponsored and non-sponsored finance managers, and division manager for the fellowships that they oversee on their team. Communicates expectations with the division and provides leadership in resolving any issues that may arise because of mis-aligned expectations.

30yes

Manages the overall delivery and day to day operations of a program including overseeing logistics, tracking student databases, related educational activities, and recruiting faculty to teach in the program. Monitors activities and documentation to ensure program will meet accreditation standards and reports to national accrediting bodies.

• Manages a small portfolio of ACGME and/or non-ACGME programs, which includes oversight of all human resources functions of trainees and ensuring compliance with all national and local accreditation and licensing requirements.
• Support curriculum development and delivery, including advising faculty on course content and competencies.
• Implement systems to evaluate site-based learning experiences and streamline processes for curriculum delivery and learner assessment.

10yes

Manages the program database, which may include individual learner files as well as program accreditation documentation, to ensure compliance with relevant regulatory and University policies. Audits databases for accuracy and completeness. Uses data and analytics to identify, analyze, and resolve problems, which may be operational or educational.

• Oversees program compliance with ACGME regulations. Review and provides feedback to staff for ACGME ADS submissions. Reviews programs' annual evaluations with the program administator, ensuring they understand how to meet program compliance and avoid any citations and/or warnings.
• Ensures compliance with GME Funds Flow and Medicare reporting by reviewing MedHub validation reports on a monthly basis.

10yes

Implements processes and guidelines for managing the operational components specific to the employment of learners which may include human resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting. Ensures seamless and error free payroll to learners.

• Assists with the development of DOM Education procedures and policies.
• Develops a system of checks and balances and transparency in all operational aspects. Raises issues and points for improvement for continous process improvement.
• Maintains oversight of appointment paperwork, credentialing, and other key aspects of trainee human resources. Final reviewer of appointment paperwork for the unit.
• Collaborate with the divisional finance team(s) to oversee FTE usage, providing MedHub reporting and payroll oversight. Works closely with HR, Controller's Office, OGME, and other offices to resolve issues related to pay.

15yes

Trains program coordinators, teaching strategic planning, analysis, and program management techniques. Mentors staff in meeting professional goals and developing growth areas. Assists management in coordinating staff development, training, and competency assessment.

• As applicable in collaboration with other Fellowship Program Managers in DOM and Administrative Director of Education, develop on-going trainings for fellowship program administrators. Relies on expert subject matter expertise to synthesize and organize new information into trainings for the team.
• Conducts needs assesment to identify gaps in training. Proactively, seeks out the relevant information and either facilitiates the training and/or develops training. Develops benchmarks to measure learning and competencies.
• Develops and conducts new hire orientation and onboarding. Continually provides training, supervision and feedback for direct reports. Ensures that direct reports have the training, resources, skills and ability to meet the unit's goals and objectives.
• Meets regularly with team in 1:1 and group settings to support community of practice and and provide continuous feedback.