Fellowship Program Manager

UCSF Health, AG; Oakland (CA); On-site; USD 120,000 - 160,000; Full time

Job summary

UCSF Health, AG seeks a Program Manager to coordinate health professions education programs, including fellowship administration, accreditation, and learner support across multiple sites.

The role emphasizes expert knowledge of ACGME requirements, data management (MedHub/ADS/NRMP), and collaboration with pediatric programs to sustain program excellence.

Qualifications

• Thorough knowledge of relevant policies and regulatory requirements.
• Solid knowledge of health professions education program requirements.
• Thorough knowledge of health professions education industry.
• Thorough knowledge of administrative analysis and operations research.
• Demonstrated ability to develop and implement processes and systems.
• Thorough knowledge of the administrative and operational implications in a program.
• Demonstrated experience in oral and written communications and critical thinking.
• Strong interpersonal skills and collaboration across teams.
• Excellent organizational skills and attention to detail with deadlines.

Responsibilities

• Coordinate the full range of administrative, oversight, and management aspects of division fellowship programs.
• Lead recruitment processes and scheduling for fellowship candidates and interviews.
• Manage databases, learner compliance tracking, and program accreditation activities.
• Serve as subject matter expert on ACGME accreditation requirements and related processes.
• Oversee data reporting, quality improvement initiatives, and educational events across training sites.
• Support scholarly activities and collaboration with GMEC and institutional stakeholders.

Skills

Regulatory knowledge

Educational program management

Communication skills

Data analysis

GME systems

Cross-functional collaboration

Analytical thinking

Education

Bachelor's degree or equivalent experience

Master's degree preferred

Tools

MedHub

ADS

NRMP systems

ACGME data systems

Job description

Job Description

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

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.

Custom Scope

Applies knowledge about curriculum, requirements and educational activities to coordinate professional health education programs. Coordinates and maintains program operations, which may include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation.

The position is responsible for coordinating a full range of administrative, oversight, and management aspects of division fellowship programs. The incumbent oversees and coordinates (both electronically and paper) record keeping and processing of all required documents for fellows and other postdoctoral trainees and scholars. Must have excellent organizational skills, analytical, and demonstrated attention to detail, in addition to proficiency in working with internal databases and systems, including specialized web based applications. Skills include entering, maintaining, extracting, and analyzing data in electronic systems. The ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines is essential. Demonstrated organizational skills, including the ability to maintain accurate files and records, and document processes is a position requirement.

The incumbent supports the fellowship recruitment process, including scheduling fellowship candidates for interviews with faculty. Incumbent must have strong interpersonal and problem solving skills, and is often the initial point of phone or email contact for prospective incoming fellowship candidates. Demonstrated experience and documented excellence in oral and written communications skills are essential, including a professional, pleasant, and resourceful attitude. As UCSF competes with other nationally ranked academic institutions in recruiting for its fellowship programs, these skills are a key requirement.

Provides administrative and other support to fellows, postdoctoral, and other trainees, including processing reimbursements and purchasing requests. Must have demonstrated experience and proficient computer skills using a full range of business applications within the Microsoft Office suite.

Incumbent will also be responsible for leading, coordinating, and serving as a subject matter expert in a department-wide activity related to the fellowship program. This position is responsible for being the subject matter expert on ACGME accreditation requirements and plays a key role in designing, implementing, and maintaining systems for ensuring the full and continued accreditation of the ACGME accredited residency and clinical fellowship programs. The incumbent will be a liaison and consultant to Pediatric programs with regard to interpretation and execution of accreditation requirements and processes and is responsible for analyzing and presenting complex program and institutional data for continuous quality improvement of pediatric programs.

The program manager oversees all aspects of Graduate Medical Education (GME) program administration, accreditation, and operations. This role ensures compliance with ACGME Common, Program-Specific, and Institutional Requirements while supporting the strategic growth and continuous improvement of residency and fellowship programs. Responsibilities include managing accreditation activities (CCC, PEC, APE, and GMEC), coordinating recruitment and onboarding processes, maintaining work hour and evaluation systems (MedHub, ADS, NRMP), and overseeing program finances, agreements, and policy implementation.

The program manager also leads data reporting and quality improvement initiatives, facilitates educational events, and provides faculty, trainee, and stakeholder support across multiple training sites. Demonstrating deep expertise in GME operations, this position contributes to scholarly and institutional efforts through research, committee participation, and collaboration to sustain program excellence and accreditation.

The Department of Pediatrics is one of the largest and most complex departments in the School of Medicine. The department is comprised of 20 fellowship programs, with over 200 fellows and residents.

Qualifications

Required Qualifications

• - Thorough knowledge of relevant policies and regulatory requirements.
• - Solid knowledge of health professions education program requirements.
• - Thorough knowledge of health professions education industry.
• - Thorough knowledge of administrative analysis and operations research.
• - Demonstrated ability to develop and implement processes and systems.
• - Thorough knowledge of the administrative and operational implications in a program.
• - Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.
• - Strong interpersonal skills. Actively cooperates and supports the work of others. Ability to work productively with anyone regardless of background. Empathetic and aware of impact on others. Strong problem solving skills to assist learners and resolve issues.
• - Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to complete work and meet established deadlines in an accurate and timely manner, and to manage short and competing deadlines.
• - Thorough knowledge of educational software and platforms. Demonstrated ability to analyze and seek solutions to enhance the user experience.
• - Thorough knowledge of data management, documentation methods used in investigating and presenting findings about the program. Skills include statistical analysis of data across databases and systems.
• - Experience in ACGME Common, Program-Specific, and Institutional Requirements.
• - Knowledge of Clinical Competency Committee, Program Evaluation Committee, Annual Program Evaluation process, policies, and continuous quality improvement processes.
• - Experience with ACGME Accreditation Data System data entry, reporting, and site visit preparation.
• - Collaboration with GMEC and institutional stakeholders to maintain accreditation standards.
• - Experience in scholarly work, research, and academic program initiatives within GME.
• - Data management, reporting, and metrics tracking using GME systems: MedHub, ADS, and NRMP systems.
• - Demonstrated expertise in GME, ACGME and ABP requirements.
• - Minimum 3 years of related experience.
• - Must report on site at Mission Hall five days a week.

Required Education

Required Education - Bachelor's degree in related area and / or equivalent experience / training.

Preferred Education

Preferred Education - Master's degree in related area preferred.

Licenses

Licenses None listed.

Certifications

Certifications None listed.