Job Summary
The Cardiology Associate Fellowship Coordinator, following the best practices and procedures set and demonstrated by the Fellowship Coordinator, collaborates to manage the full range of responsibilities for all of the Division’s nine fellowship programs (Cardiology has the largest fellowship program at UCSF). The Cardiology Fellowship Coordinators are critical in managing the program participants’ needs, programmatic reporting needs, contacts within the Department of Medicine (DOM), campus departments, and other University departments.
Working with a high degree of independence and superior communications skills, the Fellowship Coordinators successfully meeting these objectives are critical to the success of the Division’s education mission. These responsibilities include strategic planning and development as fellowship programs continue to be added and often become Accreditation Council for Graduate Medical Education (ACGME) accredited (however, ACGME funding does not grow, and Division resources are constrained); compliance and accreditation; and oversight of the application, orientation, and reporting processes. There are typically 40 fellows among the nine fellowships in the Division: Clinical Cardiology; Adult Congenital Heart Disease; Echo; Advanced Echo; Electrophysiology; Heart Failure; Imaging; Research; and Interventional. Fellows rotate at three hospitals: UCSF, Zuckerberg San Francisco General (ZSFG), and San Francisco Veterans Affairs Medical Center (SFVAMC). Typically 50% of the fellows are on three-year fellowships, 20% are on two-year fellowships, and the balance are on one-year fellowships.
The Associate Fellowship Coordinator will independently manage the range of responsibilities associated with the eight fellows in the non-ACGME fellowship programs: Adult Congenital Heart Disease; Advanced Echo; Echo; Imaging; and Research.
Additionally, the individual will independently manage all aspects of WOS personnel affairs for approximately 12 WOS (without salary) non-faculty academics, visiting scholars of all types, and six non-faculty volunteers. This includes all issues related to personnel actions, but not limited to the following: recruitment, appointment, separation, advancements, classification assignment, payroll and benefits problem resolution, FMLA, and disability claims.
MEDICINE / DIVISION OF CARDIOLOGY
The Division of Cardiology is one of the largest clinical, research and training divisions of the Department of Medicine (DOM) at UCSF. Within the Division are sub-specialty sections for: Adult Congenital Heart Disease; Advanced Heart Failure, Transplant, and Pulmonary Hypertension; Cardiac Electrophysiology; Echocardiography and Cardiac Imaging; General Cardiology, Interventional Cardiology; and Prevention.
The Division runs several clinical practices in multiple sites, conducts basic and clinical research, and educates medical students, residents, clinical fellows and postdoctoral scholars through ACGME as well as non-ACGME training programs. In addition, the Division has significant and complex financial and administrative relationships with DOM and the UCSF Medical Center, as well as large patient care programs in the sections noted above, large clinical, Federal, and privately supported research programs and six faculty laboratories.
The Division has 45 full-time faculty, four non-faculty academics, 36 clinical fellows, three post-doctoral research fellows, seven WOS faculty, two MSP physicians and 57 research support and administrative staff. The Division currently expends over $22 million per year in pursuit of its clinical, research, training, and service missions. While the Division is primarily split between the Parnassus and Mission Bay campuses, fellows have rotations at the Zuckerberg San Francisco General Hospital (ZSFG) and the San Francisco Veterans Affairs Medical Center (SFVAMC).
About Ucsf
The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences.
Required Qualifications
Bachelor’s degree in related area and / or equivalent experience / training
Three or more years of experience serving as a project manager and demonstrated ability to develop project plans and schedules, prioritize activities, and successfully (high attention to detail, high accuracy, high efficiency, and minimal supervision) meet project milestones and deadlines
Basic knowledge of administrative analysis and operations research. Acquiring skills in developing and implementing processes and systems
Demonstrated proficiency in Microsoft Office (Word, Outlook, PowerPoint) and web searches. Advanced computer skills including Access and Excel are required for the creation and management of databases and for the development of financial and administrative systems. Advanced Excel skills include prior experience in using Pivot Table function
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
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
Demonstrated ability to interpret and apply policies and regulations
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 participants
Demonstrated ability to use sound judgment in responding to issues and concerns
Demonstrated strong ability to exercise discretion and maintain confidentiality
Professional demeanor and appearance
Preferred Qualifications
Five years of administrative experience
One or more years of working knowledge and prior experience with a clinical fellowship program and financial, accounting, human resources, and administrative systems
Knowledge of UCSF systems and administration (WebPAN, SRS, Advance, employee funding worksheets)
Prior experience with UCSF HR policies and procedures
Previous experience with event planning, physician credentialing, and online application systems including or similar to Apex (Epic), UCme and ERAS
Experience with, and skills in financial management and analysis, particularly salary support and budgeting
Working experience with research and / or training grants and fellowships
Working knowledge of ACGME and GME requirements
Experience with Fellowship program administration, particularly in Cardiology or another sub-specialty
Experience successfully creating and / or modifying processes
Experience with visa renewals and international students and scholars
Basic knowledge of relevant policies and regulatory requirements. Basic knowledge of medical education industry
Familiarity with the administrative and operational implications in a program
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