Enrollment and Onboarding Supervisor

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

Provides immediate supervision to a unit or group of operational or technical employees. A portion of time may be spent performing individual tasks related to the unit; however, supervisory activities must constitute a primary part of the job. Supervises unit operations to ensure compliance with departmental or organizational policies, procedures, and defined internal controls. Ensures accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental standards and procedures.

Custom Scope

The onboarding, enrollment and visiting student programs supervisor will directly oversee the day-to-day operations for the functions that include onboarding of all learners, enrollment processes and the visiting student programs within the Undergraduate Medical Education department. This position will directly supervise the work of 1 onsite visiting student coordinator and 1 front office operations coordinator and will be responsible for the quality and quantity of work. The supervisor will monitor progress of duties and work-flow to ensure consistency across the department.

The supervisor will have two direct reports and will work to ensure the front office environment is welcoming, available and service oriented to all learners as well as ensuring the visiting student program that serves close to 300 students for elective rotations and the enrollment and onboarding services that are required for each learner is delivered timely, accurately and efficiently. The supervisor will be responsible for creating and updating processes as well as tracking student enrollment and providing in-depth reports on volume and infrastructure needs.

Department Overview

UCSF Fresno is a regional campus of UCSF School of Medicine located in California’s central valley. The Department of Undergraduate Medical Education (UME) is the administrative unit that oversees all core health professions education programs (Medical and Allied Health) for the regional campus including oversight of the San Joaquin Valley Program in Medical Education (PRIME). UME provides services for 100 or more third-year students from UCSF campus as well as close to 300 visiting students from accredited medical education programs across the United States.

UME works collaboratively and in communities of practice with our medical education partners in Student Experience and the Assessment, Curriculum & Evaluation teams at UCSF School of Medicine. UCSF Fresno also has over 300 trainees in several accredited Graduate Medical Education Residency & Fellowship programs. The UCSF Fresno UME Office is responsible for implementation of all strategic directives for medical student education at the Fresno campus and for ensuring that those who serve undergraduate student learners are actively engaged in the highest quality learning and teaching environment with a strong commitment to UCSF’s PRIDE values.

The UME Department currently has a staff of 10 including an Assistant Dean, Program Director, 1 manager, 1 supervisor and 6 administrative staff to provide services in student experience, engagement, wellness and advising and support as well as curriculum, assessments and evaluation for all core undergraduate learners. In addition to our core learners, UME oversees a robust visiting student program that provides elective rotations to learners giving them an opportunity to interact with our GME residency programs.

Responsibilities

Onboarding, Enrollment & Visiting Student Oversight

Under general direction of the Director of UME carries out all key responsibilities and works to meet the educational needs of program participants through coordinated onboarding, enrollment and visiting student programs and processes.

• Supervise the group of visiting student program coordinator and front office operations coordinator and also perform some functions of the work related to enrollment which includes application uploading and processing, and working with affiliate partners to obtain hospital credentials necessary for the learner’s experience.
• Work with key registration partners to ensure student credentials are obtained as needed for affiliate clinical site placements.
• Prepare and present the annual enrollment data report to leadership which includes numbers of students, numbers of electives as well as residency rotation to interview tracking.
• Ensure that all onboarding for every learner including visiting students, allied health and advanced practice professionals, dental students, PRIME students and traditional UCSF students who are part of our core learning group is completed on time.
• Become part of the Operations Leadership Team to discuss and plan for program growth, changes or new systems implementation.
• Perform human resources and supervisory functions including responsibility for two staff who will be coordinating all activities associated with regular and ongoing student enrollment, onboarding and application processing.

Database and Application Systems Management

• Monitors all databases and application portals of student files, ensures application portal is live and functional for learners to access, monitors program documentation, enrollment, application process and onboarding to ensure compliance with established standards.
• Tracks individual student compliance.
• Develops and maintains program processes for documentation to meet regulatory requirements.
• Oversee student application process and affiliate onboarding for all learners rotating on clinical electives and rotations in Fresno to include Traditional UCSF students, PRIME students, visiting 3rd or 4th year students, international students, contracted students, all non-core allied health professionals.

Administrative Lead for Undergraduate Medical Education Committee

• Leads Undergraduate Medical Education Committee (UMEC) preparations with oversight of the Operations Coordinator.
• Ensures reports and documents are completed and compiled for leadership to present at the quarterly UMEC.
• Oversee the work of the coordinator who will perform administrative support duties for the Undergraduate Medical Education Committee.
• Ensure development of agenda in conjunction with Assistant Dean and department director.
• Supervisor will update membership roster as needed annually to include new resident appointees as well as student representatives.
• Ensure that all members have access to committee charge and roster details.
• Ensure systems are in place to maintain historical archives using online platforms.

Financial and Fund Management

• Manage Clerkship fund and associated accounts used for enrollment and visiting student programs.
• Apply annual updates and increases as directed by leadership.
• Monitors the budget, approves clerkship related charges and communicate significant changes to upper management.
• Prepare internal reports.

General Administration and Human Resources

• General administrative & Human Resource duties and other duties as assigned.
• Attend UME general and operational staff meetings.
• Perform HR functions for team including annual reviews, professional development and quality improvement.
• Oversee the orientation process for new incoming learners.
• Provide support during the absence of other administrative staff.
• Assist with UME activities and events related to program growth and expansion.

Qualifications

Required Qualifications

• Ability to work full time onsite in Fresno, Ca.
• Thorough knowledge of relevant policies and regulatory requirements. Solid knowledge of medical education program requirements. Thorough knowledge of medical 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. Ability to solve problems and suggest solutions through critical thinking process.
• Effective communication skills with peers, learners, faculty, and other education program coordinators / managers.
• Proficient skills in training and guiding employees on site-specific administrative and operational processes. Demonstrated ability to motivate and inspire staff to improve center services.
• Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to complete work and meet established deadlines and prioritize effectively in an accurate and timely manner, and to manage short and competing deadlines. Ability to organize assigned staff and sub-unit operations in an efficient and effective manner.
• 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.
• Working knowledge of department, organization, HR and university policies and processes. Working knowledge of relevant industry federal, state and local laws and regulations including national accrediting organizations and state and federal licensing and regulatory offices.
• Demonstrated record of excellent attendance and reliability to help manage the office and serve as a lead.
• Ability to solve problems and suggest solutions through critical thinking process.
• Working knowledge of educational software and technologies to promote a wide-range of teaching and learning goals.

Required Education and Experience

• Bachelor's degree in related area and / or equivalent experience / training and three years of experience at least one in a lead/supervisory role.

Preferred Education

• Master's degree in related area preferred.

Licenses

None listed.

Certifications

None listed.