Executive Assistant Residency Program

The Executive Assistant is primarily responsible for managing the activities of the Program Director and Associate Program Director for the ACGME Plastic Surgery Residency Program at UCSF. This role involves coordinating educational activities among attending physicians, residents, medical students, and institutional and regulatory administrative offices. Key responsibilities include:

• Utilizing the MedHub data system to set up and distribute evaluations.
• Preparing monthly and annual program reports.
• Reporting program information to national agencies, such as the ACGME.
• Scheduling meetings with residents, the Program Director, and faculty as required.
• Event planning for educational activities.
• Ensuring compliance with regulatory agencies.
• Coordinating the resident and fellow recruitment process.

The incumbent will provide high-level executive administrative support to the Program Director, Associate Program Director, and other faculty members within the Division of Plastic and Reconstructive Surgery. This role requires a high degree of independence, autonomy, and initiative. Responsibilities include:

• Managing administrative, research, and clinical tasks associated with the Faculty's roles.
• Facilitating communication for leadership activities across UCSF, including oral and written correspondence with:
  • Division and Department faculty.
  • UCSF leadership, including the Dean and UCSF Medical Center administration.
  • External entities such as national journal editorial boards, publishers, professional associations, research institutes, private corporations, private foundations, governmental agencies, and other universities.
  • Patients.

The Executive Assistant will also need to have a thorough understanding of institutional policies (UCSF, UC Medical Center, and other affiliated organizations) to effectively resolve issues and implement Division policies.

Department Description

The mission of the UCSF Department of Surgery is threefold: to develop the next generation of leaders in surgery; to provide outstanding quality clinical care that is cost effective, yet compassionate; and to make significant advances in scientific knowledge and clinical practice through basic and clinical research. Care of patients is what attracted our faculty and residents to surgery, and it continues to be our main focus.

The Department is comprised of ten divisions including Adult Cardiothoracic Surgery, General Surgery, Pediatric Cardiothoracic Surgery, Pediatric Surgery, Plastic & Reconstructive Surgery, Surgical Oncology, Transplant Surgery, Vascular & Endovascular Surgery, Department of Surgery at ZSFG, and UCSF East Bay Surgery. Our surgeons provide care at locations throughout greater San Francisco including: UCSF Medical Center at Parnassus (Moffitt-Long Hospital), UCSF Medical Center at Mt. Zion, UCSF Medical Center at Mission Bay (UCSF Bakar Cancer Hospital and UCSF Benioff Children's Hospital San Francisco), Zuckerberg San Francisco General Hospital and Trauma Center, San Francisco VA Medical Center, and Alameda County Medical Center in Oakland. Our residents rotate through UCSF Medical Center, Kaiser Permanente, and California Pacific Medical Center.

The Plastic and Reconstructive Surgery Division is led by Scott Hansen, M.D., Professor and Chief. The
plastic surgery faculty provide state of the art care for patients with a wide range of problems arising from congenital deformity, cancer, trauma and burns. The surgical treatments include craniofacial and cleft lip surgery, breast reconstruction, microvascular reconstruction, hand surgery, and treatment of complex wounds. The surgeons also perform a complete selection of cosmetic procedures of the face, breast and body. The Division of Plastic and Reconstructive Surgery is committed to providing outstanding clinical care, the most wide-ranging and innovative research and a residency program that is second to none, one that trains future leaders in the field of Plastic and Reconstructive Surgery.

Established in 1951, the UCSF Plastic and Reconstructive Surgery program is one of the oldest in the nation. The Plastic Surgery Residency Program at UCSF, is led by Scott L. Hansen, M.D., FACS, Program Director. The
residency is an ACGME-accredited program structured on the integrated model, requiring six years of RRC-PS
accredited residency. The current roster includes twenty categorical residents, three for each clinical year, PGY 1-6, two in their research year between PGY- 3 and 4. The program is fully accredited by the Residency Review
Committee for Plastic Surgery (RRC-PS) of the Accreditation Council for Graduate Medical Education (ACGME).
Note: If this is a reclassification request or a replacement with significant changes, please briefly describe (no more than 2 paragraphs) the significant changes that have taken place since the position was last reviewed. Additionally, please provide a copy of the former job description for the position. 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
students, and practicing or licensed professionals) in areas such as curriculum, teaching and learning activities,
scheduling, core competencies, assessment, and evaluations. With oversight from the Residency Program
Administrator, coordinates all activities associated with the ongoing administration of health professions education programs.

Required Qualifications

* Bachelor's degree in related area and/or equivalent experience/training
* Minimum of one year of experience in administrative analysis or operations research
* Excellent organizational skills, analytical ability, and demonstrated attention to detail
* Ability to work with faculty calendars/schedules requiring extremely well-organized and detail-oriented
precision
* Ability to work on multiple projects simultaneously and effectively prioritize tasks with competing
deadlines
* Ability to meet deadlines in a timely and accurate manner with excellent attention to detail
* Excellent proficiency in MS Office applications (Word, Excel, and Outlook); demonstrated skill in word processing to prepare correspondence and other documents with speed and accuracy; ability to learn additional programs as needed
* Ability to handle sensitive materials and information with confidentiality and discretion
* Strong communication skills, including verbal, written, and active listening; service-oriented and responsive to questions and requests; ability to interact in a professional, resourceful, and courteous manner
* Demonstrated interpersonal skills; ability to develop working relationships within the department and with residents and fellows
* Investigative, data analysis, and reporting skills; ability to generate, check, correct, and submit accurate computer reports; experience entering, maintaining, extracting, and analyzing data in electronic systems

Preferred Qualifications:

* Basic knowledge of relevant UCSF educational programs, GME residency policies and
requirements/procedures ACGME regulatory standards and requirements. Basic knowledge of health
professions education industry.

Required Qualifications

* Bachelor's degree in related area and/or equivalent experience/training
* Minimum of one year of experience in administrative analysis or operations research
* Excellent organizational skills, analytical ability, and demonstrated attention to detail
* Ability to work with faculty calendars/schedules requiring extremely well-organized and detail-oriented
precision
* Ability to work on multiple projects simultaneously and effectively prioritize tasks with competing
deadlines
* Ability to meet deadlines in a timely and accurate manner with excellent attention to detail
* Excellent proficiency in MS Office applications (Word, Excel, and Outlook); demonstrated skill in word processing to prepare correspondence and other documents with speed and accuracy; ability to learn additional programs as needed
* Ability to handle sensitive materials and information with confidentiality and discretion
* Strong communication skills, including verbal, written, and active listening; service-oriented and responsive to questions and requests; ability to interact in a professional, resourceful, and courteous manner
* Demonstrated interpersonal skills; ability to develop working relationships within the department and with residents and fellows
* Investigative, data analysis, and reporting skills; ability to generate, check, correct, and submit accurate computer reports; experience entering, maintaining, extracting, and analyzing data in electronic systems

Preferred Qualifications:

* Basic knowledge of relevant UCSF educational programs, GME residency policies and
requirements/procedures ACGME regulatory standards and requirements. Basic knowledge of health
professions education industry.