Residency Recruitment and Onboarding Coordinator

UCSF Health; San Francisco (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

UCSF Health’s Internal Medicine Residency Program in San Francisco seeks an organized Residency Recruitment & Onboarding Coordinator to streamline recruitment, onboarding, orientation, and accreditation activities across six sites, shaping the trainee experience from recruitment through onboarding.

The role coordinates ERAS/Thalamus platforms, Match Day communications, onboarding in MedHub, and accreditation prep, while partnering with GME leadership and affiliate sites to drive process

Qualifications

• Bachelor’s degree in a related field or equivalent experience.
• Thorough knowledge of administrative analysis and operations research; demonstrated ability to develop and implement processes and systems.
• Excellent oral and written communication skills, including active listening and critical thinking.
• Strong interpersonal skills and ability to work productively with a diverse workforce.
• Outstanding organizational skills, analytical ability, and attention to detail; proven ability to meet deadlines and multi-task.
• Knowledge of educational software and platforms; ability to analyze and enhance user experience.
• Willingness to adopt AI tools to improve workflow efficiency.

Responsibilities

• Recruitment Activities: Manage ERAS and Thalamus recruitment and interview scheduling platforms; support annual recruitment strategy and applicant outreach; coordinate 25+ residency interview days with logistics and materials; manage budget tracking for recruitment events; prepare review and scoring materials for ranking meetings; coordinate Match Day communications; plan orientation schedules and onboarding events; manage calendar invitations for orientation.
• Orientation Activities: Plan orientation activities with GME and affiliate sites; manage orientation week schedules and calendar invites.
• Onboarding Process: Prepare post-match communications; develop onboarding materials with GME, Occupational Health and Safety, affiliates, and DOM HR; manage onboarding materials in MedHub; guide matched applicants on onboarding; track onboarding deadlines and requirements; identify process improvements.
• Program Evaluation & Accreditation: Support ACGME WebADS data collection and PEC/APE prep; coordinate policy reviews and rotation goals; coordinate PLA review and renewal; monitor accreditation documentation and maintain records.
• Budget & Financial Support: Participate in budget development; generate cost-saving reports; collaborate on financial issues; manage recruitment and orientation budgets.
• Technology & Process Improvement: Analyze educational tech UX; support special projects; participate in process improvement; assist with new systems and workflows.

Skills

Administrative analysis

Operations research

Oral & written communication

Interpersonal skills

Organizational skills

AI tools adoption

Educational software

Education

Bachelor's degree

Job description

Job Description

The UCSF Internal Medicine Residency Program is one of the nation’s largest and highest-ranked internal medicine residency programs, training future physician leaders across diverse clinical settings with a strong commitment to excellence in patient care, medical education, research, and health equity.

We are seeking a highly organized, collaborative, and detail-oriented Residency Recruitment & Onboarding Coordinator to support recruitment, onboarding, orientation, and accreditation activities for the program. This position plays a critical role in shaping the trainee experience from recruitment through onboarding while supporting operational excellence within a premier graduate medical education program.

Department Overview

The Department of Medicine’s mission focuses on research, both basic and clinical, teaching, patient care, and public service. The department operates across six sites – Parnassus, SFGH, VAMC, Mt. Zion, Laurel Heights, and Mission Bay – and contains approximately 40 divisions.

Custom Scope

The Coordinator will apply knowledge of curriculum, requirements, and educational activities to coordinate professional health education programs. Tasks include maintaining program operations, teaching and learning activities, learner scheduling, database maintenance, compliance tracking, and accreditation support.

Responsibilities

Recruitment Activities

• Manage ERAS and Thalamus recruitment and interview scheduling platforms.
• Partner with program leadership to support annual recruitment strategy and applicant outreach efforts.
• Coordinate logistics for 25+ residency interview days, including scheduling, agendas, space reservations, catering, recruitment materials, and interviewer coordination.
• Coordinate recruitment-related events and diversity recruitment activities, including vendor coordination and budget tracking.
• Prepare applicant review and scoring materials for ranking meetings and faculty review committees.
• Coordinate Match Day communications and materials distribution.
• Coordinate orientation schedules, logistics, educational sessions, and related onboarding events in coordination with Associate Program Director(s).
• Manage calendar invitations and communication related to orientation programming.

Orientation Activities

• Plan orientation activities in close collaboration with GME, program and track leadership, and affiliate sites.
• Manage orientation week schedules and events, including managing calendar invites for DOM orientation day.

Onboarding Process

• Prepare post-match communications to matched interns.
• Prepare annual onboarding materials in close collaboration with GME, Occupational Health and Safety, affiliate sites, and DOM HR.
• Manage and track completion of onboarding materials in MedHub.
• Guide matched applicants on proper completion of onboarding materials.
• Track completion of onboarding deadlines and requirements of the matched interns.
• Identify and implement onboarding efficiencies and process improvements.

Program Evaluation & Accreditation

• Support annual ACGME WebADS data collection and information gathering activities.
• Assist residency leadership with preparation for the Program Evaluation Committee (PEC) and Annual Program Evaluation (APE).
• Coordinate annual residency policy review and documentation updates.
• Lead annual review and posting of rotation goals and objectives within MedHub.
• Coordinate Program Letter of Agreement (PLA) review and renewal processes.
• Monitor educational documentation and accreditation-related materials to support compliance with institutional and ACGME requirements.
• Maintain accurate program records, reports, and accreditation documentation.

Budget & Financial Support

• Participate in budget development and track expenses for the program and related health professions educational activities.
• Generate reports and recommend methods to reduce costs.
• Collaborate with program management on financial issues within the program.
• Manage and track the budget for recruitment and orientation activities.

Technology & Process Improvement

• Analyze the user experience of educational technologies to optimize the teaching and learning environment.
• Support special projects and operational initiatives assigned by residency leadership.
• Participate in process improvement and operational enhancement initiatives related to educational program administration.
• Assist with implementation of new processes, systems, educational technologies, and workflow improvements.

Qualifications

• Bachelor’s degree in a related field and/or equivalent experience or training.
• Thorough knowledge of administrative analysis and operations research; demonstrated ability to develop and implement processes and systems.
• Excellent oral and written communication skills, including active listening and critical thinking.
• Strong interpersonal skills and ability to work productively with a diverse workforce.
• Outstanding organizational skills, analytical ability, and attention to detail; proven ability to meet deadlines and multi-task.
• Knowledge of educational software and platforms; ability to analyze and enhance user experience.
• Willingness to adopt AI tools to improve workflow efficiency.

Preferred Qualifications

• Prior experience with recruitment and/or onboarding practices.