Job Function Summary

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

Provides direct supervision typically to professionals or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives.

Custom Scope

Oversees the administration and operations of health profession education programs which may include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation. Develops, prioritizes and implements strategies that improve program quality, processes, and compliance.

Working closely with the Director of Education Programs & Administration, the incumbent provides comprehensive administrative and operational leadership for all clinical programmatic areas within Radiology Education, including medical student education, radiology residency programs, and clinical fellowship programs. The incumbent plays a key role in ensuring that these educational programs are effectively coordinated, appropriately resourced, and administered in alignment with departmental, institutional, and applicable accreditation requirements.

The incumbent is responsible for overseeing the day-to-day operations of clinical education programs while supporting the development, implementation, and continuous improvement of policies, procedures, and administrative processes. This role requires close collaboration with program directors, faculty leadership, trainees, departmental administrators, and institutional partners to address program needs, coordinate priorities, and ensure the timely and effective execution of educational activities.

The incumbent is expected to demonstrate a high degree of initiative, independent judgment, resourcefulness, and problem-solving ability. The position requires detailed knowledge of the responsibilities, functions, policies, and underlying management structure of the department, as well as an understanding of how clinical education programs intersect with broader departmental and institutional operations. The incumbent anticipates operational needs, identifies potential challenges, develops practical solutions, and escalates complex or sensitive matters to leadership as appropriate.

In addition, the incumbent provides oversight for the development, implementation, and ongoing management of systems that support Radiology Education. This includes evaluating existing workflows and administrative systems, identifying opportunities to improve efficiency and consistency, and developing processes and tools that strengthen program operations, communication, documentation, reporting, and data management. The incumbent helps ensure that systems are scalable, sustainable, and responsive to evolving programmatic and regulatory requirements.

The position requires the ability to manage multiple priorities, exercise discretion in handling sensitive and confidential matters, build effective working relationships with diverse stakeholders, and independently move complex projects and initiatives forward.

Department Overview

The Department of Radiology and Biomedical Imaging is one of the largest departments in the School of Medicine at the University of California, San Francisco (UCSF). The mission of the Department includes patient care, teaching and research. The Department operates across seven sites in San Francisco.

Education Program Operations and Staff Supervision

Directly supervises health professions education staff that coordinate all activities associated with ongoing administration of the program. Monitors curriculum, teaching and learning activities, scheduling, and assessment activities support learners and meet standards.
Supervises junior radiology staff education team members and functions as advisor to unit and administration.
Oversees and reviews annual accreditation (ADS) and OGME (APE) updates for all ACGME programs before submissions to GME and ACGME, including: DR, IR, Nuclear medicine residency programs and Neuro and Pediatric imaging fellowship programs.
Serves as primary review and approver of all formal documentation submitted to GMEC for all 9 Radiology fellowship programs, IR/DR residency program, and any new NST programs, including the review and requests for exceptional candidates for ABR alterative pathway.
Monitors curriculum, teaching and learning activities, scheduling, and assessment activities support learners, and meet standards related to all Radiology training programs inclduing: medical student, residency, and fellowship administration.
Trains program coordinators, teaching strategic planning, analysis, and program management techniques. Mentors staff in meeting professional goals and developing growth areas. Assists management in coordinating staff development, training, and competency assessment.
Monitors daily workloads, establishes productivity metrics, and reassigns tasks to ensure seamless department coverage.
Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives.
Participates in recruiting and works with team to conduct annual new employee orientations for residents and fellows. Recommends changes in staffing and budget to ensure the efficient operation of the program.
Evaluates staff performance and competency and defines development goals.

Education Program Administration and Advisory Support

Serves as a primary administrative advisor and liaison to Radiology education leadership, faculty, learners, departmental administration, and institutional partners.
Advises stakeholders regarding program requirements, educational policies, operational processes, and accreditation expectations.
Facilitates communication among faculty, residents, medical students, staff, and University stakeholders and develops approaches to resolve complex operational and educational issues.
Assists with administration and management of resources, approving program-related charges, and communicating significant changes as they occur to program management.

Medical Student Education

Manages and oversees administration of internal UCSF and visiting student MS4 clerkship rotations, including hosting monthly/bi-weekly orientations.
Oversees education staff member who supports the MS1/MS2 courses and curriculum.
Provides operational leadership for Radiology medical student education, including courses, electives, clerkship-related experiences, and other departmental learning opportunities for MS1-4 levels.
Partners with faculty leadership to coordinate curriculum, learner scheduling, teaching activities, assessments, evaluations, and educational resources.
Oversees and standardizes administrative processes to support consistent curriculum delivery and a high-quality learner experience across educational activities and clinical sites.
Manage and approve budget for medical student education program.
Oversee coordination of medical student after hours events.
Manages course offerings of medical student rotations and electives every academic year. Identifies if there are certain months or rotations that should be closed due to learner or teaching difficulties.
Manages evaluation database and course websites and escalates any areas of improvement or low scores to course directors.

Independent IR Residency Program

Manages the overall delivery and day to day operations of the Independent IR residency program including overseeing logistics, maintaining and tracking trainee databases, related educational activities, and recruiting faculty to teach in the program.
Monitors activities and documentation to ensure program will meet accreditation standards and reports to national accrediting bodies and UCSF GME office.
Oversees the administration and accreditation activities of the Independent IR Residency Program in partnership with the Program Director and program leadership.
Coordinates accreditation-related meetings, communication, documentation, evaluations, case log submissions, program requirements, and reporting.
Monitors completion of required educational and administrative activities and supports continuous readiness for accreditation review; maintains program and learner records.
Identifies compliance gaps and works with program leadership and staff to develop and implement corrective actions and process improvements.
Implements processes and guidelines for managing the operational components specific to the employment of trainees which may include human resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting. Ensures seamless and error free payroll to learners.
Responsible for preparing and conducting Program Evaluation Committee (PEC) and Clinical Competencies Committee (CCC) meeting for Independent IR program along with program director and report outcomes to the ACGME. These are confidential and critical meetings discussing trainee and program evaluations for proposed improvements and are ACGME requirements.

Leadership, Program Support and Special Projects

Acts as advisor to management. Provides leadership and maintains strong ties with all levels of educational program staff, department administration, and University stakeholders. Develops new approaches or methods for maintaining effective communication.
Works closesly with program directors to make improvemnts to programs and communicate with other stakeholders or governing bodies.
Assist and back up the Diagnostic Radiology Residency, Fellowship Programs Coordinators, and Director of Education Programs & Administration.
Will work on Ad Hoc Educational Program, other departmental, or ad hoc projects within the Department of Radiology and Biomedical Imaging.
Processes new appointments, re-appointments, and terminations with the Office of Graduate Medical Education (OGME) for trainees through the online UCme portal.
Work with the Director of Education Programs and the Finance Team to ensure trainees are paid accurately and timely from the correct funding sources.
Verifies Educational Commission for Foreign Medical Graduates (ECFMG) documentation and ensures visa requirements are met. Process visas as necessary, working closely with the ISSO.
Establishes memorandum of understanding (MOU) with military or international applicants who have self-supported funding.
Ensures housestaff are compliant with HIPAA and all other mandatory onboarding training (i.e. sexual harassment, safety training, infection control and restraints, cyber security awareness, AIDET, etc.).

Required Qualifications

Knowledge of the health professions education industry, administrative analysis and operations research. Knowledge of assigned program requirements and curriculum.
Verbal and written communication skills to explain technical health profession / education concepts, actively listen, persuade, advise, and counsel.

Preferred Qualifications

Knowledge of department, organization, HR and university policies and processes. Current knowledge of relevant industry federal, state and local laws and regulations including national accrediting organizations and state and federal licensing and regulatory offices.
Demonstrated leadership skills in training and guiding employees on educational techniques. Motivates and inspires staff to improve the health profession education services.
Demonstrated ability to prioritize effectively to meet deadlines in a complex, challenging environment. Ability to organize assigned staff and unit operations in an efficient and effective manner.
Effective communication skills with peers, learners, faculty, and other education program coordinators / managers.
Skills to evaluate issues and identify solutions within defined procedures and policies. Demonstrated ability to solve problems and suggest solutions through critical thinking process.
In-depth knowledge of educational software and technologies to promote a wide-range of teaching and learning goals.
Proven ability to recruit faculty and integrate learners which requires high-level planning and coordination skills, the ability to think strategically and communicate complex information to multiple stakeholders.
Knowledge of ACGME, OGME, American Board of Radiology (ABR), ERAS, and NRMP policies and processes.

Required Education and Experience

Bachelor's degree in related area and minimum five years of experience including three in a lead/supervisory role or equivalent experience / training.

Preferred Education

Master's degree in related area preferred.

Licenses

None listed.

Certifications