Education Specialist 2 and Front Desk Coordinator
Job Summary The anticipated duration of this temporary assignment is approximately 4 months.
The Department of Otolaryngology - Head and Neck Surgery is a clinical department at UCSF that combines superior resident and medical student training with the highest quality of patient care. Beyond our offices, clinics, and laboratories within the 107-acre UCSF Parnassus campus above Golden Gate Park, our Department reaches into the Moffitt Long Hospital, the Ambulatory Care Center, the Medical Center at Mount Zion, and shares UCSF's partnerships with San Francisco General Hospital (ZSFG) and the San Francisco Veterans Affairs Medical Center (SFVAMC).Divisions within OHNS include Pediatric Otolaryngology, Head and Neck Surgery, Laryngology, Otology, Rhinology, Minimally Invasive Skull Based Surgery, Facial Plastics and Sleep Disorders. The department ranked #1 in Northern California by US News and World Report for 2021 and number 5 in the nation. We also have a robust research enterprise with 10 PhD faculty, and $10M in sponsored research budgeted for FY25. OHNS has consistently been in the top 5 institutions for NIH funding. The department has an ACGME accredited residency program with 25 residents. In addition, 4 fellows receive subspecialty training annually.
The Education Coordinator will provide administrative and analytical support to the UCSF Otolaryngology Education Office.
Key Responsibilities
- Organize and execute departmental lectureships (5-10 times annually)
- Conduct comprehensive event planning, including coordination, implementation, and post-event wrap-ups and evaluations.
- Administer operational activities and organize events, including:
- Coordinating speakers, contracts, facilities, and reservations.
- Scouting potential locations/vendors and negotiating with venues/hotels.
- Arranging meals and overseeing event logistics (e.g., marketing materials, staffing, guest lists, payments, and honorarium issuance).
- Ensure smooth-running, effective events by recognizing and resolving potential issues with tact, discretion, and political acumen.
- Manage day-to-day oversight of OHNS medical student programs
- Attend UCSF Clerkship coordinator meetings to stay updated on new developments, requirements, and programs.
- Manage student registration, onboarding, evaluation processes, and respond to student inquiries.
- Handle requests for program evaluations and information from UCSF and visiting students.
- Act as course/classroom manager for departmental dissection classroom
- Manage annual classroom accreditation, inspections, and related reports.
- Assist course leaders with accreditation or paperwork (e.g., IACUC, CSA).
- Prepare industry grant applications, coordinate staff/course leaders, and manage supply and cadaveric material purchases.
- Oversee course communications, evaluation distribution/summarization, and grant/classroom expense reconciliation.
- Liaison for Laryngology Division educational courses
- Develop and organize educational courses, including the revamped Strobe/FEES course, professional voice care course, and quarterly webinars.
- Conduct policy analyses, advise program directors, prepare project outlines, and manage logistical preparation.
- Handle participant communications, attendance tracking, program material formatting, and collaboration with program staff.
- Assist OHNS Lead Education Coordinator
- Track and report on trainee meal card assignments, medical/DEA license reimbursements, and health insurance reporting.
- Process travel and relocation reimbursements for trainees.
- Manage document compliance and updates (e.g., MedHub schedules, evaluation reports).
- Assist with scheduling, evaluation meetings, and event management, including annual orientations and weekly teaching coordination.
- Front desk coordination
- Greet patients, visitors, and triage guests.
- Schedule meetings for selected faculty and provide administrative support as assigned.
- Coordinate conference room meetings and schedules.
- Support office operations, including supply orders, mail distribution, and package delivery.
- Assist the Chief Administrative Officer and Executive Assistant to the Chair with various tasks and projects.
The final salary and offer components are subject to additional approvals based on UC policy. To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles) Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role. For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range. To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html Department Description UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions. Required Qualifications
- Skills to learn organization-specific and other computer application programs.
- Basic communication and interpersonal skills to communicate effectively, both verbally and in writing.
- Minimum of 1+ years of related experience.
- Excellent written and verbal communication skills.
- Demonstrated excellent attendance and reliability.
- Ability to manage complex schedules and meeting requests.
- Ability to use discretion and maintain all confidentiality.
- Ability to use sound judgment in responding to issues and concerns.
- Basic program and project management skills.
- Bachelor's degree in a related area and/or equivalent experience/training.
- Good to strong knowledge and skills with relevant business software systems, i.e., Word, Excel, PowerPoint, Outlook.
Preferred Qualifications
- Experience in organizing educational events.
- Demonstrated accountability, creativity, flexibility, initiative, and problem-solving orientation.
- Some experience working with/tracking budgets.
About UCSF The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells. Pride Values UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.
In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu
Join us to find a rewarding career contributing to improving healthcare worldwide. Equal Employment Opportunity The University of California San Francisco 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, age, protected veteran or disabled status, or genetic information. Job Code and Payroll Title 004484 HEALTH PROFNS EDUC SPEC 2 CX Job Category Administrative Support, Education, Temporary Employment Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Employee Class Temporary Employment Location San Francisco, CA Additional Shift Details M-F (40Hrs) |
University of California - San Francisco Campus and Health
Jan 04, 2025