IFMA Foodverse

This position requires independent problem solving and decision-making, and candidates must demonstrate excellent problem-solving abilities. This position requires the ability to carry out multiple tasks and projects simultaneously, while encountering frequent disruptions in workflow from residents, faculty, and staff. The ability to manage one's time effectively to ensure timely and accurate completion of assigned work is imperative, as is the maintenance of professionalism, customer service, and a calm demeanor when juggling multiple requests.

Key Responsibilities:

Coordinates implementation of professional health educational activities:

• Maintain master residency calendars, including resident seminars, faculty meetings, program director calendar, selection dates, department workshops and events, and major program deadlines or milestones.
• With program directors, plan and implement the resident curriculum: coordinate weekly speakers for multiple weekly courses including R1 core conferences and R2 seminars. Includes scheduling speakers, rooms, tours, and arranging food for the R1 intro block two months a year.
• Serve as point person for learners which may include prospective health professions education program candidates, current health professions education learner and all other stakeholders. Answers questions and disseminates program information. Assists learners with all program-related issues.
• Serve as the primary point of contact for all external residency rotations, managing resident schedules, initiating communication with other sites, and managing relationships with training sites.
• Troubleshoot regular malfunctions with resident parking and meal cards, pagers, badges, and IT accounts, requiring excellent business communication skills, creativity, quick problem solving, and the ability to maintain diplomatic relationships with partners and stakeholders.
• Manage resident licensing: Act as informational resource to residents on timelines, expectations, and content; Assist with processing delays; Monitor and track resident license applications, DEA registration and PECOS enrollment.

• Maintains program files and data, including resident appointment paperwork, accreditation reports, and regular organization of program shared drives.
• Create key annual documents to organize the residency program: residency face sheets, residency important date calendar, detailed rotation memos, orientation manuals, transfer lists, and other documents that orient faculty and residents to the larger residency system.
• Create Program Letters of Agreement and Training Affiliation documents to support new affiliations.
• Plan and coordinate daily lunches including headcounts, scheduling conflicts and special events; Track costs accurately to stay within budget; Prepare invoices for payment and reconcile expenses with other departments when necessary; Set up and clean up lunch daily; Order additional meals as needed.

• Coordinate meeting room reservations, catering, and purchasing for all residency activities, including the core R1, R2, and R3 curriculum, large workshops, and special events.
• Manage conference participation for recruiting conferences, including identifying attendees, arranging travel, updating recruiting and marketing materials, printing, and packaging new materials, and, at times, attending conferences to ensure high quality recruitment practices.

• Identify items for purchase in collaboration with Program Director and/or Program Manager.
• Process all Residency Program purchases and payment transactions for submission to the Finance Manager using UCSF systems such as Bear Buy, MyExpense, America To Go, etc.
• Prepare expense reports and invoices with attention to detail and accuracy and track purchasing history and costs; Reconcile submitted receipts with approved program costs.
• Prepare and submit purchase orders, vendor contracts, and invoices for approval in Bear Buy.
• Prepare residency-related travel plans using Connexxus and expense reports for approval when necessary.
• Process relocation and license reimbursements according to UCSF guidelines and submit GME transfer fund requests.

• Manage the resident interview days, including room reservations, interview scheduling, materials preparation, and food.
• Plan and implement new resident orientation and graduation in collaboration with the Residency Program Director and Residency Program Manager, including: Lead event planning, program content, schedule, choosing speakers, selecting venue, negotiating with and purchasing from vendors, selecting themes, decorations, and food, securing relevant licenses, and managing guest lists. Invite and confirm speakers. Create individual schedules, certificates, onboarding materials and graduation packets from master using mail merge; create signage for events using Publisher, PowerPoint, Adobe, etc., and other marketing and presentation materials as directed.
• In collaboration with the Program Director and Program Manager, plan and manage other confidential and complex residency projects, including: recruitment and marketing materials, annual transfer lists, and tracking resident progress reports and milestone achievements per ACGME and departmental requirements and standards.
• Work with Evaluation Coordinator and Family Health Center Quality Improvement Analyst to collect and report data for resident progress reports, including calculation of complex variables regarding their clinical work for 45 residents.
• Maintain detailed professional knowledge base and skills to support ACGME program requirements including national milestones, competencies, regulations, duty hours, moonlighting, salary requirements, and complex rotation schedules.

• Department Administration: Update regulatory and department databases and file paperwork as required; Keep meeting minutes and follow up to distribute summary and action items.
• Customer Service Support: Customer service interface for UCSF and DPH partners, vendor and other stakeholders; Maintain conference room calendars and requests; Maintain office equipment; Order office supplies; Copying/faxing, as needed.
• Technology Equipment Utilization and Maintenance: Arrange and facilitate conference and video calls using Polycom phones and Skype; Provide technical and operational support for webinars usting GoToMeeting, WebEx, Zoom, Adobe Connect, or similar; Operate and maintain functioning of LCD projectors, laptops, copiers, fax machines, and printers; Track product update/upgrade needs and arrange accordingly.

• Create and maintain thorough desk manual for this position, requiring excellent business writing and communication skills.
• Assist in the development and annual maintenance of various databases, including extensive data entry and updates in Excel, Access, Drupal, MedHub, and others; Collect information via surveys, phone calls and emails, and ensure accurate entry.
• Coordinate logistical arrangements for faculty-led seminars and workshops 3-4 times per year, including tracking registration and attendance, conference room reservation, purchasing and invoicing, and other tasks as directed by faculty lead.