The Department of Psychiatry & Behavioral Sciences at the University of California, San Francisco (UCSF) is seeking a Health Professions Education Specialist 4 to serve as a senior educational administrator with the residency training program who will be responsible for the strategic planning, operational leadership, and administration of multiple graduate medical education (GME) and health professions education programs.
This position partners closely with Program Directors, faculty, departmental leadership, and central administrative offices to ensure excellence in learner education, accreditation compliance, operational effectiveness, and continuous program improvement. Working with a high degree of independence, the Health Professions Education Specialist 4 oversees the full learner lifecycle, including recruitment, appointments, onboarding, curriculum administration, scheduling, educational activities, trainee funding, payroll coordination, compliance monitoring, accreditation, evaluation systems, and program reporting.
The incumbent serves as a departmental subject matter expert on ACGME standards, University policies, and educational best practices, providing strategic guidance while leading initiatives that improve educational operations, learner experience, and program quality. This position is responsible for managing highly complex educational operations across multiple residency and fellowship programs, utilizing data analytics and continuous quality improvement methodologies to evaluate program effectiveness, identify operational risks, and implement innovative solutions.
The incumbent collaborates with institutional partners including Graduate Medical Education, Human Resources, Academic Personnel, Finance, Credentialing, UC Path, Oracle, and other campus offices to ensure regulatory compliance and seamless program operations. The successful candidate will thrive in a fast-paced academic medical center, demonstrating exceptional organizational, analytical, and relationship management skills while leading complex projects, managing competing priorities, and supporting faculty, trainees, and departmental leadership.
This is an outstanding opportunity for an experienced education professional who is passionate about academic medicine, operational excellence, and advancing the education of future physicians and health professionals. Join us in this dynamic team environment to amplify your expertise while contributing to the growth of medical professionals. Are you ready to inspire learners?
If yes, then this may be the right opportunity for you! Department Overview The UCSF Department of Psychiatry and Behavioral Sciences is among the nation's foremost resources in the field of child, adolescent and adult mental health. Psychiatry faculty members are recognized for their leadership roles in state-of-the-art, comprehensive and compassionate patient care, pioneering research, excellence in training the next generation of leaders, advancing public policy to advance mental health, and commitment to diversity.
DPBS is also one of the largest departments in the School of Medicine (SOM). The Department’s mission is research (basic, translational, clinical), teaching, patient care and public service. The Department has an organizational structure that crosses all major UCSF sites – Parnassus, Mission Bay, Zuckerberg San Francisco General (ZSFG), San Francisco Veterans Affairs Medical Center (SFVAMC), and Laurel Heights.
The Department is large and administratively complex with an FY20 annual operating budget of over $171 million, approximately 200 paid faculty (including SFVA faculty), 25 Emeritus and recall faculty, 30 MSP physicians, 120 residents, fellows and postdoctoral scholars, 450 staff, and 225 volunteer faculty. Following a year-long strategic planning effort that was co-sponsored with the leadership of UCSF Health, the Department Chair and Associate Chair are leading a multiyear implementation of Psychiatry’s strategic plan for significant expansion of mental health services within UCSF Health.
Responsibilities % of time Essential Function (Yes/No) Key Responsibilities (To be completed by Supervisor) 40 Yes Serves as subject matter expert on professional health education programs and educational activities. Leads the development and implementation of programmatic activities, which may include program competencies, curriculum, and exams. Serves as a liaison between all relevant stakeholders, which may include course chairs, program directors, department chairs, contractors, department administration, faculty, and learners. 5 Yes 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.
Creates reports to ensure accuracy and completeness of data. Uses data and analytics to identify, analyze, and resolve problems, which may be operational or educational. 5 Yes Implements policies and procedures relevant to the educational program to maintain compliance with accreditation standards, University policy, and other regulatory requirements. Supports accreditation by analyzing programs to ensure compliance with accreditation standards and other regulatory requirements.
Conducts audits monitoring for high-risk activities and recommends processes to ensure compliance. 5 Yes Applies in-depth program curriculum expertise to advise all program learners on complex program requirements and facilitate decisions about their direction and schedules. May play an active role in learner remediation and advising. 5 Yes Coordinates all aspects of large scale, complex program social events and / or educational activities.
Analyzes and establishes goals for activities and events regarding budgets, speakers, venue selection, partnerships, marketing strategies, and logistical requirements. Develops and maintains vendor relationships. Leads workshops and / or information sessions for learners, faculty, and staff. 5 Yes Develops and implements systems for learner assessment to and with program leadership.
Ensures current programmatic and learner needs are met by assessing evaluation data trends; compiling and presenting data to program leadership; and actively leading and participating in continuous improvement efforts. 5 Yes Develops and implements systems for program and curricular evaluation with program leadership. Ensures current programmatic and learner needs are met by assessing evaluation data trends; compiling and presenting data to program leadership; and actively leading and participating in continuous improvement efforts. 5 Yes Monitors budgets, approves program-related charges, and communicates significant changes as they occur to program management.
Works with University finance colleagues to reconcile and close out health professions education budgets. Prepares internal reports for program management. 5 Yes Serves as principle liaison between leadership and faculty, contractors, organizers, learners, and administrators with regards to all facets of the logistical operations support of the health professions education program. Functions as a lead to other health education professionals, providing direction and guidance and answering all questions. 0 No Monitors program communications and collaborates with program leadership to develop and maintain a program communication and marketing strategy. 20 Yes Manages operational components specific to the employment of learners which may include human resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting.
Develops and implements processes, guidelines, and / or systems within the program to improve efficiency and procedure. 0 No Evaluates the user experience of educational technologies to promote a wide-range of teaching and learning goals. Facilitates educational technology opportunities. Coordinates and implements technology-based solutions.
Measures outcomes. 0 No Develops and implements project proposals to achieve specifically designed results. May collaborate with other units to coordinate the effort involving a broad range of issues including problem identification, costs, benefits and options. 0 No 0 No 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%.) Qualifications Knowledge, Skills and Abilities Req / Pref Advanced knowledge relevant policies and regulatory requirements. Advanced knowledge of a health professions education program curriculum and requirements. Maintains a broad range of expertise in health professions education theory and industry best practices.
Req Advanced knowledge of administrative analysis and operations research. Demonstrated ability to apply knowledge and skills to develop and implement complex processes and systems improving program quality and efficiency and reducing cost. Req Excellent communicator; includes verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills.
Ability to handle sensitive personal information with appropriate discretion and judgment. Req Advanced interpersonal skills. Skills to work collaboratively coordinate and integrate with others throughout the organization.
Successful experience working with people with a wide range of backgrounds and skills. Req Advanced organizational and project management skills. Ability to lead a team, prioritize personal and team tasks and see projects through from inception to completion on schedule.
Advanced personal organization skills and ability to apply to administration of the entire program including organizing critical files for compliance. Req In-depth knowledge of educational software and technologies to promote a wide-range of teaching and learning goals. Req In-depth knowledge of data management, documentation methods used in investigating and presenting findings about the program.
Req Education, Licenses and
List Education, Licenses and Certifications a candidate must possess or meet to be considered for the position. You may also select any of these attributes as being preferred. These will be included in the job posting/advertisement and will be used to screen applicants.
Education Req / Pref Bachelor's degree in related area and minimum five years of experience or equivalent experience / training Req Master's degree in related area preferred Pref Certifications Req / Pref C-TAGME (Certification of Training Administrators of Graduate Medical Education) Pref
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