Grand Rounds Jobs in California (NOW HIRING)

Department Description:
The UCSF Department of Ophthalmology is one of the leading ophthalmology departments in clinical care, training, and research nationwide. The Department of Ophthalmology is one of the largest recipients of federal grant funds among peer departments. We are ranked 1st in National Eye Institute Funding and 2nd in overall National Institutes of Health (NIH) funding in the country. Additionally, we have been the #1 recipient of the Research to Prevent Blindness funding nationwide with nearly $1.2 million granted in a single year. Overall, the Department has a wide-ranging portfolio of 60 active research grants.
UCSF's renowned eye care services has a new state-of-the-art home. In November 2020, the Wayne and Gladys Valley Center for Vision opened its doors. Located at UCSF's Mission Bay Campus, the center houses the Vision Clinics, where many of UCSF's eye care programs relocated, as well as research and teaching facilities. Ophthalmology conducts its patient care, teaching, research, and public service activities currently at multiple UCSF campuses: Parnassus, Mt. Zion, Veterans' Administration Medical Center (VAMC), San Francisco General (SFG), East Bay and Benioff Children's Hospital at Mission Bay and in Oakland. The Department sponsors numerous invited speakers, research seminars, journal clubs, and a postdoctoral training program focused on mentorship, networking, and recognition. The UCSF Department of Ophthalmology consists of approximately 300 FTE's (including UCSF Health employees) including faculty, basic scientists, postdoctoral scholars, graduate students, residents, fellows, clinical, research and administrative staff.
Job Summary:
This position serves as the Fellowship Coordinator for Non-ACGME Clinical Fellowships, Continuing Medical Education (Grand Rounds), and support for the UCSF-Proctor Clinician Vision ScholarsK-12 program in the Department of Ophthalmology. The Education Department is comprised of the Continuing Medical Education, Medical Student Education, and the Residency and Fellowship Programs.
This individual will partner with the Program Director(s) to ensure all aspects of the education programs run smoothly, efficiently, and professionally while balancing multiple tasks simultaneously. This individual will serve as the main liaison/resource for fellows, grand rounds, and at times may be asked to assist with the Residency and Medical Student Programs. Duties include: GME appointments and Medical Staff credentialing; full coordination of the monthly grand rounds series; recruitment and interviews; updating the Department website; and other administrative tasks such as coordinating meetings, processing reimbursements, expense reconciliation, purchasing, and correspondence.
Develops and maintains program processes for documentation to meet regulatory requirements, applying acquired policy and procedural knowledge to support professional health education program learners.
Responsibilities
Maintains program files and data, which may include individual learner files as well as program accreditation documentation in accordance with relevant regulatory and University policies.
Ensures administrative, financial and other program operations are compliant with accreditation standards, University policy, and other regulatory requirements. Prepares reports and follows up as necessary.
Serves as point person for learners, which may include prospective health professions education program candidates; current health professions education learners; and all other stakeholders. Answers questions and disseminates program information. Assists health professions education learners with all program-related issues and questions.
Assists with logistics and coordination for program social events and / or educational activities, which may include recruitment; orientation; graduation; conferences; and simulation and / or other assessment activities.
At the direction of program faculty and leadership, creates learner assessment documentation, including assessment tools and assessment strategies / timelines. Generates regular reports of individual and aggregate learner progress and assessment.
At the direction of program faculty and leadership, creates program and curricular evaluation documentation, including evaluation tools and strategies / timelines. Generates regular evaluation reports.
Assists in projecting costs, monitoring budgets, and financial tracking for health professions education programs and related activities. May process and tracks learner reimbursements. Assists program management with financial tasks related to the program.
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.
Maintains program communication resources, which may include maintaining the program website to ensure updated information and program requirements; generating informational brochures; creating and updating program or course syllabi; assisting with journal submissions; manage program marketing and collateral production; and maintaining email and address lists.
Assists program management with operational components specific to the employment of learners which may includehuman resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting.
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.
Assists with a variety of projects to provide solutions to improve educational or administrative operations. May work with others to achieve project objectives.
Qualifications
Required Qualifications;

• Bachelor's degree in related area and minimum of one year experience / or equivalent combination of experience / training
• Basic knowledge of relevant policies and regulatory requirements.
• Basic knowledge of health professions education industry
• Basic knowledge of administrative analysis and operations research. Acquiring skills in developing and implementing processes and systems. Familiarity with the administrative and operational implications in a program
• Communication skills; includes verbal, written and active listening. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner
• Demonstrated interpersonal skills. Demonstrated ability to develop working relationships within department and with learners
• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to work with extremely complex faculty calendars / schedules requires extremely well organized and detail-oriented precision
• Knowledge of educational technology and systems. Ability to troubleshoot and triages related technology issues
• Investigative, data analysis, and reporting skills. Ability to generate computer reports, checking for errors, correcting and submitting accurate reports. Skills include entering, maintaining, extracting, and analyzing data in electronic systems

Preferred Qualifications:

• Experience working in a large institution with a high level of understanding for academic processes, specifically fellowship and/or continuing medical education programs
• Demonstrated experience with a Graduate Medical Education Office (GME)
• Demonstrated experience with credentialing through a Medical Staff Office
• Ability to understand and learn the processing of immigration visa applications such as J-1, H-1b visas, etc. Knowledge of visa guidelines, procedures and regulations
• Ability to understand and clearly communicate CA medical board licensing requirements