Fellowship Programs Manager

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; Cardi‑Oncology and Immunology; Critical Care Cardiology; 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. The Division has significant and complex financial and administrative relationships with DOM and the UCSF Medical Center, as well as large patient care programs, large clinical, Federal, and privately supported research programs and six faculty laboratories. Job Function Summary Involves designing, conducting, promoting, evaluating and supporting health professionals education programs in compliance with organizational objectives and nationally accepted accreditation standards. Supports learners—including faculty, residents, clinical fellows, graduate or undergraduate learners, and licensed professionals—in curriculum, teaching and learning activities, scheduling, core competencies, assessment and evaluations. Coordinates all activities associated with ongoing administration of health professionals education programs. Generic Scope Provides direct supervision typically to professionals or skilled technical employees. Functions as advisor to the unit and administration. Analyzes and resolves problems, interprets policies 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 in compliance with departmental goals and objectives. Custom Scope The Cardiology Division seeks a highly skilled and motivated Fellowship Programs Manager. This position provides expert guidance on the educational administration of both ACGME and non‑ACGME fellowship programs and reports to the Associate Chief for Education. The incumbent leads a team of two fellowship administrators within the division. Key Responsibilities Through the coordinated efforts of their team, oversee human resource management of trainees and program compliance with ACGME/GME requirements; collaborate with divisional finance teams to oversee trainee FTE. Provide leadership, training, mentoring, and motivation to a team of program administrators. Collaborate with DOM Education leadership to develop and implement guidelines, streamline processes, and establish internal controls to ensure high standards and cross‑coverage mechanisms. Oversee the entire portfolio of ACGME and/or non‑ACGME fellowship programs within the division. Supervision of Staff Directly supervises health professionals education staff that coordinate all activities associated with ongoing administration of the program. Supervision of day‑to‑day activities of staff. Determines priorities of competing deadlines and/or tasks. Assists staff to interpret policies and resolve problems. Ensures that direct reports meet all deadlines. Monitors bandwidth of the staff and provides cross‑coverage or develops a cross‑coverage plan as needed. Regularly evaluates staff and defines development goals, including corrective actions to ensure the standards are met by all team members. Responsible for completing annual performance evaluation. Exercises judgment in providing recommendations on changes to staffing and budget to ensure the most efficient operations of the unit. Advisor to Management Acts as advisor to management. Provides leadership and maintains strong ties with all levels of educational program staff, department administration, and University stakeholders. Acts as an advisor to the Administrative Director of Education and collaborates closely with the other Fellowship Program Managers. Maintains strong relationships with fellowship program directors and assistant directors, and sponsored and non‑sponsored finance managers, and division manager for the fellowships that they oversee on their team. Communicates expectations with the division and provides leadership in resolving any issues that may arise because of mis‑aligned expectations. Program Day-to-Day Operations Manages the overall delivery and day-to-day operations of a program including overseeing logistics, tracking student 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. Manages a small portfolio of ACGME and/or non‑ACGME programs, ensuring compliance with all national and local accreditation and licensing requirements. Supports curriculum development and delivery, including advising faculty on course content and competencies. Implements systems to evaluate site‑based learning experiences and streamline processes for curriculum delivery and learner assessment. Program Database Management Manages the program database, ensuring compliance with relevant regulatory and University policies. Audits databases for accuracy and completeness. Uses data and analytics to identify, analyze, and resolve problems. Oversees program compliance with ACGME regulations. Reviews and provides feedback to staff for ACGME ADS submissions. Reviews programs’ annual evaluations with the program administrator, ensuring they understand how to meet program compliance and avoid any citations or warnings. Ensures compliance with GME Funds Flow and Medicare reporting by reviewing MedHub validation reports on a monthly basis. Operational Components Implements processes and guidelines for managing the operational components specific to the employment of learners, including 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. Assists with the development of DOM Education procedures and policies. Develops a system of checks and balances and transparency in all operational aspects. Maintains oversight of appointment paperwork, credentialing, and other key aspects of trainee human resources. Final reviewer of appointment paperwork for the unit. Collaborates with the divisional finance team(s) to oversee FTE usage, providing MedHub reporting and payroll oversight. Works closely with HR, Controller’s Office, OGME, and other offices to resolve issues related to pay. Training and Coaching 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. Develops ongoing trainings for fellowship program administrators. Synthesizes and organizes new information into trainings for the team. Conducts needs assessment to identify gaps in training and proactively seeks relevant information. Develops benchmarks to measure learning and competencies. Develops and conducts new hire orientation and onboarding. Provides continuing training, supervision and feedback for direct reports. Ensures that direct reports have the training, resources, skills and ability to meet the unit’s goals and objectives. Meets regularly with the team in 1:1 and group settings to support a community of practice and provide continuous feedback. Required Qualifications Bachelor’s degree in related area and five or more years of relevant experience, including three or more years of supervisory experience. Knowledge of the health professions education industry, administrative analysis and operations research. Knowledge of assigned program requirements and curriculum. Knowledge of department, organization, HR and university policies and processes. Current knowledge of relevant federal, state and local laws and regulations, including national accrediting organizations and licensing offices. Demonstrated leadership skills in training and guiding employees on educational techniques. Motivates and inspires staff to improve 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 efficiently and effectively. Effective communication skills with peers, learners, faculty, and other educational program coordinators or managers. Skills to evaluate issues and identify solutions within defined procedures and policies. Demonstrated ability to solve problems and suggest solutions through critical thinking. Verbal and written communication skills to explain technical health profession education concepts, actively listen, persuade, advise, and counsel. Proven ability to recruit faculty and integrate learners requiring high-level planning and coordination skills, and the ability to think strategically and communicate complex information to multiple stakeholders. Preferred Qualifications Master’s degree in related area. In‑depth knowledge of educational software and technologies to promote a wide range of teaching and learning goals. TAGME Certification. Equal Employment Opportunity The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law. Salary Information The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement. To learn more about the benefits of working at UCSF, including total compensation, please visit UCSF Compensation & Benefits . #J-18808-Ljbffr UCSF Health