Plastic Surgery Residency Coordinator

#CA-SS

The Department of Surgery is the second largest department in the School of Medicine, with 11 divisions divided by sub-specialty. This position manages one or more of the 9 Residency and Fellowship Programs for the Divisions of Cardiothoracic Surgery, Plastic Surgery, Vascular Surgery, Trauma and Surgical Critical Care, Acute Care Surgery, Minimally Invasive Surgery, Burn Surgery and combined Divisions that make up General Surgery. This position will manage the CT and Plastic Surgery Programs. This position also coordinates and manages all the Medical Student rotations and Visiting National and International Residents and Fellows and provides all administration for all conferences and courses held for the assigned training programs. The primary responsibilities for this position are to direct the recruitment, academic and evaluation functions and activities of the divisions ACGME and non-ACGME residency and fellowship programs. Duties will also include coordination of fourth-year medical student course work, support of the division's various conferences and seminars; coordination of special events; providing clerical/administrative support for research, teaching and clinical activities of residents, fellows and staff. The incumbent will have responsibility for assigned projects and be responsible for problem solving, analysis, and determining appropriate actions.

Apply By Date March 14, 2025 at 11:59PM

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• High School Diploma or equivalent work experience / training
• Prior experience with medical student and physician trainee processing procedures including various computer software programs for evaluation of trainees and medical students.
• Working knowledge of ACGME requirements, American Board of Plastic Surgery requirements, CA state licensing regulations and codes, ECFMG guidelines, University administrative personnel policies and procedures relevant to collective bargaining agreements, affiliation agreements, affirmative action and health/safety guidelines pertaining to the residency program.
• Knowledge of Accreditation Council of Graduate Medical Education (ACGME). Electronic Residency Application Service (ERAS), National Residency Matching Program (NRMP) and other graduate medical education programs, as needed.
• Ability to complete tasks accurately, and timely under pressure of deadlines.
• Working knowledge of AAMC VSLO and ICSUS. Working knowledge of MEDHUB, ERAS, and NRMP.
• Demonstrated skill and ability to operate a computer utilizing various software programs such as Microsoft Word, Excel, PowerPoint and Outlook.
• Ability to represent the program and program director with tact and discretion to all constituencies.
• Excellent communication and interpersonal skills to communicate efficiently and effectively (both orally and in writing) with all levels of academic, administrative, clinical, and staff personnel.
• Skill in communicating effectively and professionally, verbally and in writing to establish and maintain good rapport with residents, fellows, staff, faculty, co-workers, and other customers of the division.
• Verbal communication skills to effectively screen visitors and callers, answer questions, resolve problems, or direct to appropriate resource.
• Strong writing skills to draft letters and prepare reports for program director.
• Excellent verbal and written communication skills to compose clear, concise, and grammatically correct correspondence.
• Strong editing and proofreading skills.
• Ability to maintain confidentiality, exercise independent and mature judgment and discretion relating to sensitive department/division matters and comply with university policy regarding all patient information while committing to excellence.
• Ability to deal with highly confidential personnel issues in a professional manner.
• Ability to effectively handle sensitive information and difficult situations and maintain confidentiality.
• Administrative skills to plan, organize, and direct multiple simultaneous activities for the residency, fellowship, and student programs at UCDHS and affiliated training sites.
• Ability to complete tasks accurately, and timely under pressure of deadlines.
• Strong skills to organize various projects and to establish priorities to complete tasks on a timely basis.
• Demonstrated ability to work independently or as part of a team and make decisions under general supervisory management direction.
• Ability to exercise judgment and make effective decisions based on campus and University priorities, resources, and policies. Ability to analyze complex data from a wide variety of sources, interpret policies and procedures and communicate to the faculty, staff, residents, fellows, and students.

Preferred Qualifications

• Bachelor's degree in related area and/or equivalent work experience.
• Previous working experience in higher education, medical education, and a basic experience in health professions education.
• Knowledge of the University' professional, academic, and research objectives to act with minimum direction on behalf of the residency program director.
• Knowledge and ability to utilize tact, diplomacy, patience, and courtesy in dealing with a wide variety of individuals and to always interact harmoniously and positively.
• Leadership skills and the ability to exercise authority to direct and motivate others.
• Ability to interpret and implement written or verbal instruction in a positive manner.
• Demonstrated political acumen to work in an academic office environment in an executive support capacity.
• Analytical skills to independently assume responsibility for coordination and completion of complex projects requiring interactions with many individuals.
• Ability to think and work proactively to assure education programs are meeting university and department goals and requirements.
• Planning skills to analyze program activities and recommend improvements.
• Ability to successfully manage multiple assignments simultaneously, amidst frequent interruptions.

Key Responsibilities

• 30% - Learner Support and Engagement
• 10% - Medical Student Program Administration
• 30% - Residency/Fellowhsip Programs Administration
• 30% - Program Accreditation

Department Overview

The Health Professions Education Specialist 2 is a professional in the administration and management of medical Residency and/or Fellowship programs. The HPES 2 is a professional who applies acquired job skills, and knowledge of policies and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action to effectively administer the residency/fellowship program in the Department of Surgery. This position is responsible for coordinating and providing oversight to the Plastic Surgery programs, which is one of the 9 Residency and Fellowship Programs in the Department of Surgery. This position will manage and coordinate the Plastic Surgery Residency Programs, and 4th year medical student clerkships. This position also provides all administration for all conferences and courses held for the assigned training program. The primary responsibilities for this position are to direct the recruitment, academic and evaluation functions, and activities of the ACGME plastic surgery residency program.The HPES 2 utilizes knowledge of medical education to analyze problems and issues of diverse scope and recommends solutions. HPES 2 is expected to formulate strategies to administer policies, processes, and resources in coordination with the program director. The HPES 2 applies acquired skills, process, and policy knowledge to support professional health education program learners, and coordinates program operations, which include teaching and learning activities, projects related to the program administration, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, monitoring regulatory compliance, and supporting program accreditation. The incumbent coordinates implementation of professional health educational activities, which may include program competencies, curriculum, and exams. The HPES 2 directly supports the residency program director and education director in resident/fellow-related activities and is responsible for the administrative components of the program. The incumbent acts as a liaison between all stakeholders and responds through verbal and/or written communication to a wide variety of inquiries through interactions with faculty and administration, including the Office of the Dean, Hospital Finance/Administration, and multiple outside accreditation boards.

POSITION INFORMATION

• Salary or Pay Range: $33.64 - $49.01
• Salary Frequency: Hourly
• Salary Grade: 149
• UC Job Title: HEALTH PROFNS EDUC SPEC 2 CX
• UC Job Code: 004484
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F, 8am-5pm
• Location: North Addition Office Building (HSP002)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is 100% on-site

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

* High quality and low-cost medical plans to choose from to fit your family's needs
* UC pays for Dental and Vision insurance premiums for you and your family
* Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
* Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Access to free professional development courses and learning opportunities for personal and professional growth
* WorkLife and Wellness programs and resources
* On-site Employee Assistance Program including access to free mental health services
* Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
* Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
* Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here
* UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

• UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.
• Must be able to work occasional overtime when required.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

Diversity, Equity, Inclusion and Belonging

At UC Davis, we're solving life's most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don't just maintain - we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don't meet all the requirements? We still encourage you to apply! #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks