Data & Evaluation Coordinator

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. Generic Scope: Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.

Custom Scope: The UCSF Department of Family and Community Medicine at Zuckerberg San Francisco General Hospital is seeking a Data and Evaluation Coordinator to support the administration, evaluation, and continuous improvement of its residency program. The position independently manages key program functions related to residency evaluation, educational systems and data, regulatory compliance, and assigned recruitment and selection activities.

The position oversees the development and implementation of residency evaluation processes and systems; ensures accurate and reliable collection, management, and reporting of program data; and monitors compliance with ACGME, institutional, and other applicable requirements. The incumbent integrates and analyzes data across multiple program systems to support resident assessment, accreditation and regulatory reporting, program evaluation, quality improvement, and leadership decision-making.

Working closely with program leadership, faculty, residents, and institutional partners, the incumbent identifies operational gaps and opportunities for improvement and develops and implements solutions to strengthen program processes and systems. The position also provides technical expertise and guidance related to educational systems and data management and supports resident licensing and enrollment, recruitment and selection, and other residency program operations.

Department Overview: The Department of Family & Community Medicine (DFCM) is engaged in research, teaching, training, service and clinical activities located at seven primary UCSF and leased sites in San Francisco (Parnassus, ZSFG – Buildings 80, 90, 20 and the Main Hospital, Mission Center Building, Laurel Heights, Mission Hall, Lakeshore, Lakeside) as well as the OSHER center, Women’s Health and the UCSF Primary Care Practices at China Basin and Laurel Village and at various local community, national and international research/service/education training and clinical sites.

In addition to the Department’s Family Medicine Residency Program, the Department has affiliated residency programs in Fresno, Salinas, Santa Rosa, Kaiser Vallejo, Santa Rosa, and Contra Costa Health Systems. Authority and accountability for the Department reside with the Department Chair who delegates authority to Vice Chairs, the Executive Council, Directors and Chiefs of Service and their Administrators and the Department Associate Chair of Administration and Finance.

The Department’s Mission is to improve health through excellence and innovation in patient care, education, research, advocacy, and community empowerment. We are dedicated to building a just and equitable society, recognizing that health and illness are shaped by the contexts of people’s lives. To accomplish our mission, we: Provide comprehensive care built on trusting and healing relationships with individuals, families, and communities.

Educate learners in the principles and practices of family and community medicine, emphasizing the interconnectedness of people and systems. Advance and apply knowledge in patient care, population health, community engagement, and public policy. Promote a culture of inclusion, mutual support, and meaningful work.

Day shift Responsibilities % of time Essential Function (Yes/No ) Key Responsibilities (To be completed by Supervisor) 25 YES Development, Oversight, and Management of Residency Program Evaluation Manage the development, coordination, and implementation of residency program data collection and evaluation processes, collaborating closely with the Program Director, Evaluation Director, and faculty to ensure evaluation activities meet program needs and established requirements.

Lead ongoing evaluation process improvement by researching best practices, identifying gaps and opportunities, and developing and implementing recommendations in collaboration with program leadership and faculty. Manage the residency program evaluation system, including developing, assigning, scheduling, and maintaining evaluations of residents, faculty, and the program through MedHub, Qualtrics, Smartsheet, and other applications.

Oversee evaluation, training module, and work-hour compliance, proactively monitoring completion, communicating requirements and deadlines, following up on outstanding items, and escalating issues as appropriate. Compile, analyze, and prepare regular evaluation reports and data for the Program Director, Evaluation Chair, Education and Rotation Chairs, residents, faculty, Human Resources, and other stakeholders to support assessment, decision-making, and continuous program improvement. 25 YES Management of ACGME Mandated Evaluation Committees and Routine Reporting Manage CCC and PEC activities in partnership with the CCC Chair and Associate Program Director, coordinating 10–15 Clinical Competency Committee (CCC) and 3–4 Program Evaluation Committee (PEC) meetings annually, including data preparation and review, meeting administration, documentation, and follow-up.

Prepare biannual Resident Progress Reports incorporating milestones, clinic metrics, scholarly activity, ITE scores, and other performance measures; compile and distribute CCC recommendations and relevant performance information to residents and faculty advisors. Analyze residency program data across both training tracks to identify trends, gaps, and areas requiring programmatic attention; develop and analyze the annual internal program survey and faculty feedback reporting, and synthesize findings for PEC and program leadership to inform program evaluation and improvement.

Coordinate resident linkage reviews each block, preparing relevant data and facilitating resident and continuity faculty review of resident progression through established levels of autonomy. Manage routine evaluation, committee, and regulatory reporting cycles, coordinating PEC, CCC, faculty feedback, and other required timelines and preparing ACGME Accreditation Data System and related reports for institutional and national regulatory requirements. 20 YES Educational Systems, Data Management, and Program Analysis Manage and optimize residency educational systems and online resources, including MedHub and related platforms; analyze workflows and user experience, identify operational gaps and inefficiencies, and develop and implement solutions to improve system effectiveness.

Develop and maintain data-management processes and standards to ensure the accuracy, completeness, consistency, security, and accessibility of resident, faculty, graduate, and program data across educational systems and tracking tools. Integrate and analyze data across multiple program systems and sources to identify trends, answer programmatic questions, and support residency leadership in planning, quality improvement, accreditation, grant reporting, and decision-making.

Develop recurring and ad hoc reports and data tools that translate program, clinical quality, resident performance, and other data into usable information for residency leadership, faculty, and other stakeholders. Provide consultation, training, and technical guidance to residents, faculty, and staff on MedHub and other educational systems; independently troubleshoot system and workflow issues, develop solutions, and escalate complex technical matters as appropriate.

Maintain graduate and alumni data and manage training-verification processes; evaluate existing workflows and implement improvements to promote efficiency and data integrity. 15 YES Resident Licensing, Enrollment, and Regulatory Application Management Manage the end-to-end resident licensing, enrollment, and regulatory application process, including PTL, DEA, P&S licensure, Medi-Cal PAVE, PECOS, CURES, and EPCS requirements, as applicable by resident and PGY level.

Develop and manage annual application timelines and workflows, accounting for regulatory requirements, agency processing times, training schedules, and clinical eligibility; coordinate application activities with residents, faculty, residency administration, and institutional partners to ensure timely completion. Serve as the primary administrative resource for resident licensing and enrollment, providing guidance on requirements, independently troubleshooting application issues and barriers, and coordinating resolution or escalation of complex matters as appropriate.

Develop and maintain tracking processes to monitor resident compliance and application status, proactively identifying outstanding requirements, delays, and potential barriers to clinical eligibility and implementing appropriate follow-up and solutions. Maintain current knowledge of evolving licensing and enrollment requirements, assess their operational impact, and develop and implement updates to program procedures, timelines, tracking systems, and resources to maintain compliance and improve process effectiveness. 10 YES Resident Recruitment, Selection and Process Improvement Coordinate and manage assigned components of the annual resident recruitment and selection process in collaboration with the Program Director, Selection Committee, residency administration, faculty, Patient Advisory Council (PAC), and other stakeholders.

Serve as the primary administrative liaison for PAC participation in resident selection, coordinating stakeholder engagement and feedback processes; develop and analyze surveys, synthesize findings, and provide recommendations to inform recruitment and selection activities. Develop and manage applicant data and selection tracking systems, ensuring accurate and timely data collection; analyze and prepare applicant data, reports, surveys, and related materials to support Selection Committee and PAC review and decision-making.

Evaluate and improve recruitment and selection processes, identifying operational gaps, stakeholder needs, and opportunities for improvement; develop and implement process changes and maintain procedures, timelines, guidance, and resources as program needs evolve. 5 YES Residency Program Support: Provide operational backup and cross-coverage for residency administration, independently managing established program processes and resolving routine operational issues to ensure continuity of essential program functions.

Coordinate assigned components of key annual residency activities and educational events, including ALSO training, ITE administration, and other major program activities. Partner with the Department Director of Communications to manage, maintain, and improve residency web content and online resources, ensuring information is accurate, current, accessible, and aligned with evolving program needs and requirements. Contribute to residency initiatives and special projects by identifying operational needs, researching or evaluating potential solutions, and implementing process improvements within assigned areas of responsibility. 100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9.

The total sum should add up to 100%.) Education Req / Pref Bachelor's degree in related area and / or equivalent experience / training Req Master's degree in related area preferred Pref Knowledge, Skills and Abilities Req / Pref Detail oriented, with demonstrated organizational skills and the ability to complete projects and tasks on a timely basis. Req Demonstrated problem solving skills to assess problems quickly and develop multiple options for effective and timely resolution.

Req Demonstrated interpersonal skills for collaborating effectively with a range of clinical and technical staff and representatives of external regulatory agencies. Req Demonstrated ability to effectively convey complex clinical and technical information both verbally and in writing, and to produce reports, presentations and documentation. Req Working knowledge of various administrative and business software packages, and of the specialized applications for quality data management.

Req Demonstrated Proficiency in MS Word, Excel, Smartsheet, Qualtrics, Access, Adobe, and Outlook. Req Experience working with evaluation software programs (e.g.: MedHub, E*Value, New Innovations) and/or demonstrated ability to learn new software programs. Pref Verified track record of producing accurate and useful spreadsheets, meeting minutes, and other forms.

Req Basic familiarity with healthcare and medical terminology. Pref Familiarity with Apex/Epic or other Electronic Health Record Pref Minimum 3 years of related experience Req 3 years of experience with database management Pref Certifications Req / Pref Data Analytics Certification Pref