Fellowship and Operations Coordinator Details

Fellowship and Operations Coordinator

UC San Diego - San Diego, CA

Employment Type : Full-Time

Payroll Title:HEALTH PROFNS EDUC SPEC 3Department:MEDICINE/Infectious DiseasesSalary RangeCommensurate with ExperienceWorksite:CampusAppointment Type:CareerAppointment Percent:100%Union:UncoveredTotal Openings:1Work Schedule:Days, 8 hrs/day, Monday-Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.

UCSD Layoff from Career Appointment: Apply by 11/03/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/15/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.

The Department of Medicine is responsible for fulfilling the teaching, research, and clinical missions of the University of California, San Diego and employs 500+ full-time salaried faculty members and 150+ academic appointees. Staff personnel include 800+ staff in 9 bargaining units, students, and volunteers. There are over 250 clinical faculties practicing at multiple sites and hospitals. Professional fee billings for the department exceed $50 million with collections of over $19 million per year. The total annual budget is approximately $170 million, which includes contract and grant revenues, clinical practice and medical center funds, and other state and private endowment funds.

Under supervision of the Division Administrator, Division Chief, and the Fellowship Training Program Director, the Fellowship and Division Program Coordinator has overall responsibility for the administration of the Infectious Disease Fellowship program and division operations support. The incumbent also provides academic personnel support for the division.

The administration of the fellowship training program requires full knowledge of the professional goals of an accredited training program. This includes a comprehensive knowledge of Accreditation Council for Graduate Medical Education (ACGME) requirements. The Fellowship Program in the Department of Medicine, Division of Infectious Disease annually receives between 150 and 200 applicants, conducts 15 to 25 interviews; and fills four to six available slots. In addition, the program has an overflow capacity of 14-15 Fellows, but non-ACGME.

The Fellowship and Operations Coordinator is responsible for managing the annual recruitment process using the Electronic Residency Application Service (ERAS). This includes receiving, screening, evaluating, ranking and scheduling interviews with the Recruitment Committee within a two-month recruitment period. Fellowship and Operations Coordinator compiles and maintains all fellow data, master rotation schedules, elective logs, personnel and salary records, data required for ACGME accreditation and evaluation systems for both house officers and faculty. Manage the program budget to include reconciliation, travel, purchase orders, recharges and reimbursements. Design and generate monthly and ad hoc reports for statistical and administrative use.

Responsible for coordinating and planning all meetings, events, and conferences. Serve as liaison between UCSD fellows and faculty and affiliated institutions, community physicians, and other agencies. Liaison between UCSD department offices and administration. Acts on behalf of the Program Director as needed. Responsible for ensuring that fellows are kept abreast of licensing requirements, enrollment procedures and registration and application deadlines for in-training exams, American board exam, etc. Additionally, this position will provide support for division operations, fiscal management, and academic personnel.

The Fellowship and Operations Coordinator will also be responsible for overseeing the submission and management of the division training grants. 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.

• Seven (7) years of related experience, education/training, OR a Bachelor’s degree in related area plus three (3) 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.

• 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.

• 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.

• Knowledge of grant proposal preparation and submission. Knowledge of contracts and grant guidelines. Demonstrated experience with fellowship training programs.

• Demonstrated experience with program coordination in an academic and teaching settings. Excellent counseling and mentorship skills.

• Excellent written and oral skills and knowledge of the English language, including grammar, spelling, and punctuation usage, to compose, edit and finalize correspondence. Demonstrated experience composing correspondence using correct punctuation, grammar, and spelling.

• Proficiency using computer software applications including MS Excel, MS Word, Endnote, Dreamweaver, MS Access, MS PowerPoint, MS Outlook, Internet Explorer, Skype, and other software packages to streamline work for effectiveness and efficiency.

• Willingness and ability to meet Divisional office standards pertaining to punctuality, attendance and reliability.

• Demonstrated experience in managing and coordinating meetings, web conferences, discussions, and functions.

• Proven experience communicating clearly and professionally to a diverse group of people in person and on the phone with patience and tact.

• Master's degree in related area.
• Experience with ERAS (Electronic Residency Application Service) and the NRMP (National Resident Matching Program).
• Experience with the ACGME (accreditation council for graduate medical education) data collection system
• Experience coordinating international training programs including knowledge of regulatory guidelines and approvals needed for international research activities.
• Knowledge of the New Innovations and/or Electronic Postdoctoral and Fellowship Application Service. Demonstrated ability to quickly grasp new computer and web applications for various functions, etc.
• Experience using UCSD electronic systems (IFIS), such as Financial Link and My Travel.
• Knowledge of University policies and procedures.
• Experience making complex international travel arrangements including visa requests, reimbursement and multiple complex itineraries.
• Previous experience in development of systems to track, monitor, and report programs and program compliance.

• Employment is subject to a criminal background check.
• Must be willing to work occasional evenings and weekends as necessary.
• Must be able to work various hours based on business needs.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.