Resident and Fellow Affairs Specialist

Applies knowledge about curriculum, requirements and educational activities to coordinate professional health education programs. Coordinates and maintains program operations, which may include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation.

Management and Coordination of Visiting Residents and Fellows:

Management and coordination of Visiting Resident and Fellows rotating at BCH Oakland (External & UCSF West BayTrainees).

• Exercises comprehensive oversight, communication, and provides expert guidance to a team of external site directors and coordinators.
• This involves an analysis of course schedules, goals, objectives, and course materials, in addition to conducting site orientations and facilitating online systems training.
• Supports and guides individual site directors in areas encompassing evaluations, challenging student communications, and more.
• Manages the trainee database, files, requirement tracking systems, and reports. Ensures rigorous adherence to both school and ACGME policies.
• Fosters an environment of collaboration between various health professions education specialties and programs. Participates in program and / or departmental work groups, teams, task forces and committees to support ongoing health professions education program functions.
• Manages program files and data, which may include individual learner files as well as program accreditation documentation in accordance with relevant regulatory and University policies. Create reports to ensure accuracy and completeness of data.

HRSA CHGME Grant Data Submission:

HRSA CHGME Grant Data Submission is responsible for the quantitative analysis, validation, and reporting of institutional data required for submission of the annual HRSA Children's Hospitals Graduate Medical Education (CHGME).

• This role ensures the integrity, accuracy, and regulatory compliance of resident Full-Time Equivalent (FTE) data, financial calculations, and supporting documentation.
• Identify, investigate, and resolve discrepancies through systematic data review and cross-functional collaboration.
• Maintain complete audit-ready documentation and data trails.
• Reconcile data across multiple sources, including internal GME databases, HR/payroll systems, accreditation records (ACGME/CODA), and Medicare cost reports.
• Support Grants.gov submission and resolve validation errors as needed.
• Conduct multi-year trend analysis of resident growth, specialty distribution, and workforce pipeline impact.
• Provide scenario modeling to inform institutional workforce and funding strategy.

Onboarding of Visiting Residents and Fellows:

• Conduct thorough assessments of eligibility criteria encompassing prerequisites, health and malpractice insurance, HIPAA compliance, and other pertinent regulations, meticulously upholding all applicable rules and guidelines.
• Act in an advisory capacity, offering valuable insights to directors, faculty, and administrators regarding the responsibilities and policy prerequisites associated with visiting trainees.
• Credentialing and Processing visiting trainees for elective and core rotations.
• Supervise and manage the acceptance process for visiting residents and fellow's rotations.
• Manage UCMe, MedHub, ECHO and MyAffilate for credentialing processing.
• Manage the execution of Program Letter of Agreement (PLA) for elective rotations.
• Approves badging and door access in addition to meal credit for approved rotations.
• Works collaboratively with HR academic team for UCPath policies for annual compliance.
• Manage MedHub, Qualtrics, SmartSheet and all systems i.e. submitting ARF Tickets, Voalte. Carephone, Dictation applications.
• Responds to inquiries from learners and faculty regarding educational technology and systems. Trouble shoots and triages issues. Assists in monitoring and reviewing the user experience.
• Assist with onboarding of housestaff trainees.

Special Projects:

• Financial accounting and reconciliation of the trainee cost-reporting.
• Manages MedHub work hours for all residents and assist with validation reports.
• Participates as program representative on assessment development committees and task forces.
• Assists with a variety of projects to provide solutions to improve educational or administrative operations. May work with others to achieve project objectives.
• Develop and implement system improvements to meet changing needs and streamline processes.

Educational Technology and Systems:

Analyzes the user experience of educational technologies to optimize the teaching and learning environment. Capitalizes on opportunities to more efficiently and effectively administer educational software and platforms. Seeks solutions to enhance the user experience.

Educational Program and Project Management:

Analyzes a wide range of educational issues and applies project management principles and practices to achieve results in academic setting. May work with matrixed teams of professionals and key stakeholders to deliver effective results.

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.
• Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.
• 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.
• 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.

EDUCATION

Required Education

• Bachelor's degree in related area and / or equivalent experience / training.

Preferred Education

• Master's degree in related area preferred.

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.
• Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.
• 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.
• 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.

EDUCATION

Required Education

• Bachelor's degree in related area and / or equivalent experience / training.

Preferred Education

• Master's degree in related area preferred.