Residency Recruitment and Onboarding Coordinator

University of California - San Francisco; San Francisco (CA); On-site; USD 85,000 - 110,000; Full time

Job summary

University of California - San Francisco (UCSF) Internal Medicine Residency Program is seeking a Recruitment & Onboarding Coordinator to support recruitment, onboarding, orientation, and accreditation activities. This role drives operational excellence, coordinating engagement across learners, faculty, and staff while shaping the trainee experience from recruitment through onboarding.

The ideal candidate will thrive in a fast-paced academic environment, manage complex schedules and events, and

Qualifications

• Bachelor's degree or equivalent experience required.
• Experience with administrative analysis and operations research.
• Excellent written and oral communication skills.
• Strong interpersonal and collaborative abilities.
• Outstanding organizational and detail‑oriented work style.
• Familiarity with educational software and platforms; user‑experience focus.
• Willingness to adopt AI tools to improve workflow.

Responsibilities

• Plan and execute recruitment logistics, orientation, and onboarding workflows, including events and surveys.
• Coordinate ERAS/Thalamus recruitment and interview scheduling, and support annual recruitment strategy.
• Manage orientation schedules, calendars, and onboarding deadlines across multiple sites.
• Oversee onboarding materials, post‑match communications, and compliance with accreditation requirements.
• Collaborate with faculty/leadership to develop evaluation materials and reports for PEC/APE.
• Support budget tracking, expense reporting, and cost‑reduction initiatives.
• Evaluate educational technologies to optimize teaching/learning workflows and implement improvements.

Skills

Administrative analysis

Process improvement

Communication skills

Interpersonal skills

Organization & analytics

Educational software

AI tools

Active listening

Critical thinking

Education

Bachelor's degree or equivalent

Tools

MedHub

Job description

Overview

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.

The Department of Medicine is seeking a highly organized, collaborative, and detail‑oriented Residency Recruitment & Onboarding Coordinator to support recruitment, onboarding, orientation, and accreditation activities for the Internal Medicine Residency Program. This position plays a critical role in shaping the trainee experience from recruitment through onboarding while supporting operational excellence within one of the country's premier graduate medical education programs.

The ideal candidate thrives in a fast‑paced academic environment, enjoys coordinating complex operational activities, and demonstrates strong communication, project management, and relationship‑building skills.

Duties & Essential Job Functions

Key Responsibilities

• Plan, execute logistics, and monitor budgets for program social events and educational activities, including recruitment, orientation, graduation, conferences, simulation and other assessment activities; lead workshops and information sessions for learners, faculty, and staff.
• Lead recruitment activities for the Internal Medicine Residency Program, managing ERAS and Thalamus recruitment and interview scheduling platforms, partnering with program leadership to support annual recruitment strategy and applicant outreach, coordinating logistics for 25+ residency interview days (scheduling, agendas, space reservations, catering, materials, interviewer coordination), coordinating recruitment‑related events and diversity recruitment activities, preparing applicant review and scoring materials for ranking meetings and faculty review committees, coordinating Match Day communications and materials distribution, coordinating orientation schedules, logistics, educational sessions, and related onboarding events with the Associate Program Director(s), and managing calendar invitations and communication related to orientation programming.
• Manage orientation activities, including planning with GME, program and track leadership, and affiliate sites; manage orientation week schedules and events, including managing calendar invites for DOM orientation day.
• Manage the onboarding process, including preparing post‑match communications to matched interns, preparing annual onboarding materials in collaboration with GME, Occupational Health and Safety, affiliate sites, and DOM HR, tracking completion of onboarding materials in MedHub, guiding matched applicants on proper completion of onboarding materials, tracking completion of onboarding deadlines and requirements of matched interns, and identifying and implementing onboarding efficiencies and process improvements.
• Collaborate with program faculty and leadership to develop program and curricular evaluation documentation; implement evaluation strategies and ensure compliance with deadlines, analyze program performance, curriculum effectiveness, and impact of rotation experience and other educational activities, and provide summary reports of evaluations to program leadership.
• 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, and maintain accurate program records, reports, and accreditation documentation.
• Participate in budget development and track expenses for the program and/or relevant health professions educational activities, generate reports and recommend methods to reduce costs, and collaborate with program management on financial issues within the program.
• Analyze the user experience of educational technologies to optimize the teaching and learning environment, capitalize on opportunities to more efficiently and effectively administer educational software and platforms, and seek solutions to enhance the user experience; support special projects and operational initiatives assigned by residency leadership, participate in process improvement and operational enhancement initiatives related to educational program administration, and assist with implementation of new processes, systems, educational technologies, and workflow improvements.

Required Qualifications

• Bachelor's degree in related area and/or equivalent experience/training.
• 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.
• Willingness to adopt AI tools to improve workflow efficiency.

Preferred Qualifications

• Prior experience with recruitment and/or onboarding practices.