Residency and Fellowship Program Administrator
The University of California, San Diego
About this position
Position Description
The Viterbi Family Department of Ophthalmology and Shiley Eye Institute comprises over 50 faculty physicians and scientists, 12 resident physicians, 13 post-doctoral physicians and scientists, and over 200 staff with six divisions – Glaucoma, Retina, Cornea & Refractive Surgery, Pediatrics, Oculoplastic, and Neuro-ophthalmology. In addition, clinical services are provided at the Shiley Eye Center, Ratner Eye Center, UCSD Health Sciences (UCSDHS), Hillcrest ambulatory center, and the Veterans Administration (VA) Hospital. The Department of Ophthalmology has the largest single outpatient clinic at the University of California, San Diego, with over 110,000 visits annually. Additionally, over 5400 surgical cases are performed. Independently administrate the Department of Ophthalmology Residency and Fellowship Programs using resources and systems in consultation with the Program Director(s) to assure an effective and compliant educational experience for residents and Fellows. Act as liaison with other School of Medicine and Medical Center Departments, UCSD Graduate Medical Education, Medical Board of CA, UCSD International Center, and national accreditation organization (ACGME/RRC/AUPO), Association of University Professors of Ophthalmology (AUPO) accreditation organization. Manage 30+ residents/fellows in various stages of the program (incoming residents, continuing residents, chief residents, international research clinical fellows, division fellows, and PGY1 joint program residents). Under the general supervision of the Program Director(s), the Residency and Fellowship Administrator facilitates the annual recruitment process for more than 700 applicants and coordinates over 55 interviews annually using the San Francisco Match (SFMatch). This includes receiving, screening, evaluating, coordinating day’s events, meals & activities, and scheduling interviews with Selection Committee within a three to four month recruitment period. Participates in the curriculum and planning of resident education. Responsible for managing the didactic Noon Conference Lectures and the Core Lecture Series. Responsible for all components of MedHub, a hospital wide Residency Management System that includes: complex schedules, evaluations, work hours, etc. Design and generate monthly and ad hoc reports for statistical and administrative use. Responsible for managing the annual recruitment process using the San Francisco Match (SFMatch). Responsible for coordinating and planning all meetings, events and conferences. Independently manage the program budget to include reconciliation, travel, purchase orders, recharges and reimbursements. Manage the annual Resident Education Stipend and report to the Associate Dean of Graduate Medical Education. Serve as liaison between the Office of Graduate Medical Education, UCSD residents, faculty, affiliated institutions, community physicians, and other agencies. Act on behalf of Director as needed. 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.
Qualifications
Seven years of related experience, education/training, OR an Bachelor’s degree in related area plus three years of related experience/training. 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. Full knowledge of all American Council on Graduate Medical Education & Accreditation Council requirements, postgraduate residency training and continuing medical education. Knowledge of residency training program administration and requirements (Medical Staff Administration, Office of Student Affairs, VA Medical Center) including residency review committee requirements. Demonstrated skill in setting up and maintaining filing systems for rapid/easy material retrieval by self and others.