Temporary Employment Program

Temporary Employment

78001BR

Job Summary

Job Summary:

• Administrative Support in setting up the new residency program track and enhance the current program.
  • Coordinate meetings to gather valuable patient insights and steer the design effort.
  • Participate in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
  • Participate in residency program recruitment events.

Residency Program Operations:

• Coordinates implementation of professional health educational activities.

• Act as the first-line problem solver for logistical issues in the residency program.

• Perform tasks to promote the function of the Residency Program with emphasis on creative problem-solving, collaborative engagement with partners inside and outside the department, while achieving detailed accuracy.

• Maintain master residency calendars, including resident seminars, faculty meetings, program director calendar, selection dates, department workshops and events, and major program deadlines or milestones.

• 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 an informational resource to residents on timelines, expectations, and content; Assist with processing delays; Monitor and track resident license applications.

• 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.

Assist with logistics and coordination for program events and/or educational activities:

• 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.

Residency Project Management:

• Manage the resident interview days, including room reservations, interview scheduling, materials preparation, and food.

• 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.

• Maintain a 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 Administrative Support:

• Update regulatory and department databases and file paperwork as required; Keep meeting minutes and follow up to distribute summary and action items.

• 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.

• Arrange and facilitate conference and video calls using Polycom phones and Skype; Provide technical and operational support for webinars using 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.

Special Projects:

• Create and maintain a 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.

The hourly compensation range for this role is $26.68 - 56.75. An offer will take into consideration the experience of the final candidate, position requirements, AND the current salary level of individuals working at UCSF in a similar role.

For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Department Description

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Required Qualifications

• Basic knowledge of administrative analysis and operations research. Acquiring skills in developing and implementing processes and systems.
• 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 the department and with learners.
• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to work with extremely complex schedules and regulatory requirements; requires extremely well-organized and detail-oriented precision.
• Knowledge of educational technology and systems. Ability to troubleshoot and triage related technology issues.
• 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.
• Bachelor's degree in a related area with 1 to 3 years of experience and/or equivalent experience/training.

Preferred Qualifications

N/A

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. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Organization

TEP

Job Code and Payroll Title

004390 HEALTH PROFNS EDUC SPEC 2

Job Category

Administrative Support, Professional (Non-Clinical), Support Services, Temporary Employment

Bargaining Unit

99 - Policy-Covered (No Bargaining Unit)

Employee Class

Temporary Employment

Percentage

100%

Appointment End Date

14-Dec-2025

Location

Zuckerberg San Francisco General (ZSFG)

Shift

Days

Shift Length

8 Hours