Resident and Fellow Affairs Specialist (2 of 2)

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.

DEPARTMENT OVERVIEW

Operating under the supervision of the GME Administrative Manager, Resident and Fellow Affairs Specialist is responsible for the day-to-day appointment process of credentialing external visiting resident, fellow applications. This role includes providing high level administrative services to the Department of Graduate Medical Education.

In this highly independent position, the Resident and Fellow Affairs Specialist plays a vital role in coordinating the visiting resident program operations. This encompasses diverse tasks such as scheduling, monitoring databases, tracking, accreditation, scheduling evaluations, and keeping track of compliance, among others. The manager ensures efficient management of the visiting resident programs, maintaining accurate records and facilitating compliance with accreditation standards.

The Resident and Fellow Affairs Specialist acts as a primary point of contact, fostering clear communication among stakeholders involved with visiting residents and fellows. They collaborate with Program Directors, attending physicians, and other relevant personnel to ensure seamless operations, resolve scheduling conflicts and address any changes or request that may arise.

Management and Coordination of Visiting Residents and Fellows

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

• 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.

Required Education

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

Preferred Education

• Master's degree in related area preferred.

LIVING PRIDE STANDARDS

Service Excellence

• Demonstrates service excellence by following the Everyday PRIDE Guide with the UCSF Medical Center standards and expectations for communication and behavior. These standards and expectations convey specific behavior associated with the Medical Center's values: Professionalism, Respect, Integrity, Diversity and Excellence, and provide guidance on how we communicate with patients, visitors, faculty, staff, and students, virtually everyone, every day and with every encounter. These standards include, but are not limited to: personal appearance, acknowledging and greeting all patients and families, introductions using AIDET, managing up, service recovery, managing delays and expectations, phone standards, electronic communication, team work, cultural sensitivity and competency.
• Uses effective communication skills with patients and staff; demonstrates proper telephone techniques and etiquette; acts as an escort to any patient or family member needing directions; shows sensitivity to differences of culture; demonstrates a positive and supportive manner in which patients / families/ colleagues perceive interactions as positive and supportive. Exhibits team work skills to positively acknowledge and recognize other colleagues, and uses personal experiences to model and teach Living PRIDE standards.
• Exhibits tact and professionalism in difficult situations according to PRIDE Values and Practices.
• Demonstrates an understanding of and adheres to privacy, confidentiality, and security policies and procedures related to Protected Health Information (PHI) or other sensitive and personal information.
• Demonstrates an understanding of and adheres to safety and infection control policies and procedures.
• Assumes accountability for improving quality metrics associated with department/unit and meeting organizational/departmental targets.

Work Environment

• Keeps working areas neat, orderly and clutter-free, including the hallways. Adheres to cleaning processes and puts things back where they belong. Removes and reports broken equipment and furniture.
• Picks up and disposes of any litter found throughout entire facility.
• Posts flyers and posters in designated areas only; does not post on walls, doors or windows.
• Knows where the Environment of Care Manual is kept in department; corrects or reports unsafe conditions to the appropriate departments.
• Protects the physical environment and equipment from damage and theft.

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.

Required Education

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

Preferred Education

• Master's degree in related area preferred.

LIVING PRIDE STANDARDS

Service Excellence

• Demonstrates service excellence by following the Everyday PRIDE Guide with the UCSF Medical Center standards and expectations for communication and behavior. These standards and expectations convey specific behavior associated with the Medical Center's values: Professionalism, Respect, Integrity, Diversity and Excellence, and provide guidance on how we communicate with patients, visitors, faculty, staff, and students, virtually everyone, every day and with every encounter. These standards include, but are not limited to: personal appearance, acknowledging and greeting all patients and families, introductions using AIDET, managing up, service recovery, managing delays and expectations, phone standards, electronic communication, team work, cultural sensitivity and competency.
• Uses effective communication skills with patients and staff; demonstrates proper telephone techniques and etiquette; acts as an escort to any patient or family member needing directions; shows sensitivity to differences of culture; demonstrates a positive and supportive manner in which patients / families/ colleagues perceive interactions as positive and supportive. Exhibits team work skills to positively acknowledge and recognize other colleagues, and uses personal experiences to model and teach Living PRIDE standards.
• Exhibits tact and professionalism in difficult situations according to PRIDE Values and Practices.
• Demonstrates an understanding of and adheres to privacy, confidentiality, and security policies and procedures related to Protected Health Information (PHI) or other sensitive and personal information.
• Demonstrates an understanding of and adheres to safety and infection control policies and procedures.
• Assumes accountability for improving quality metrics associated with department/unit and meeting organizational/departmental targets.

Work Environment

• Keeps working areas neat, orderly and clutter-free, including the hallways. Adheres to cleaning processes and puts things back where they belong. Removes and reports broken equipment and furniture.
• Picks up and disposes of any litter found throughout entire facility.
• Posts flyers and posters in designated areas only; does not post on walls, doors or windows.
• Knows where the Environment of Care Manual is kept in department; corrects or reports unsafe conditions to the appropriate departments.
• Protects the physical environment and equipment from damage and theft.