LKS Residency Scheduler

Job Summary:

The scheduler for the UCSF Family and Community Medicine Residency- Lakeshore and SF VA track is responsible for developing, managing, and maintaining schedules for residents across all clinical training sites and rotations. This role requires close collaboration with residency program leadership, faculty, and site coordinators to ensure scheduling compliance with ACGME requirements while supporting resident education and wellbeing.  

Department Overview:

The Department of Family & Community Medicine (DFCM) is engaged in research, teaching, training, service and clinical activities located at seven primary UCSF and leased sites in San Francisco (Parnassus, ZSFG - Buildings 80, 90, 20 and the Main Hospital, Mission Center Building, Laurel Heights, Mission Hall, Lakeshore, ) as well as the Osher center, Women’s Health and the UCSF Primary Care Practices at China Basin and Laurel Village and at various local community, national and international research/service/education training and clinical sites.  In addition to the Department’s original Family Medicine Residency Program located at ZSFG, the Department has a new residency track at UCSF Health Lakeshore and San Francisco VA as well as affiliated residency programs in Fresno, Salinas, Santa Rosa, Kaiser Vallejo, Santa Rosa, San Jose, and Contra Costa Health Systems.  Authority and accountability for the Department reside with the Department Chair who delegates authority to Vice Chairs, the Executive Council, Directors and Chiefs of Service and their Administrators and the Department Associate Chair of Administration and Finance.

The mission of the Department of Family and Community Medicine (DFCM) is to educate students and residents in family medicine with an emphasis on meeting the needs of the economically disadvantages and the medically underserved, to advance knowledge in family and community medicine; and to develop methods of primary care that are effective, efficient, and accessible to all people. DFCM is nationally recognized for our pioneering research programs in primary care and community health. 

% 

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

25

yes

Annual Rotation Templates

• Works with program leadership to meet the educational needs of program learners through collaborative development and implementation of programmatic activities, including curricular requirements, clinical educational opportunities, and didactic learning sessions. 

• Serves as first point of contact for residents, partner sites, specialty clinics and program leadership for scheduling requirements, changes, or status.

• Utilizes thorough understanding of accreditation and board requirements regarding duty hours, absences, extended leaves, and educational objectives to counsel and advise learners and program leadership.

• Uses expertise to create annual rotation templates. Works with partner sites and leadership to determine appropriate staffing needs, specialty clinic operational capacity, and learner preferences across internal and external rotations. 

• Maintains and optimizes scheduling software (MedHub and Qgenda) and collaborates with the UCSF SFGH residency scheduler to ensure accurate and up-to-date scheduling data. 

• Develops and maintains program processes for documentation to meet regulatory requirements. Maintain accurate scheduling records and ensure timely distribution of finalized schedules to all stakeholders.

• Collaborates with program faculty and leadership to develop program and curricular evaluation documentation; including evaluation tools and strategies / timelines. Implements program evaluation strategies and ensures compliance with deadlines. Analyzes program performance, curriculum effectiveness, and impact of rotation experience and other educational activities. Provides summary reports of evaluations to program leadership.

35

Yes

Residency Block Schedules

• Manages program files and data, which may include individual learner files as well as program accreditation documentation in accordance with relevant regulatory and University policies. Creates reports to ensure accuracy and completeness of data.

• Build and maintain rotation schedules for approximately 18 residents using annual scheduling templates and individualized learning plans, coordinating inpatient, outpatient, elective, and community rotations, continuity clinics, didactic sessions, administrative time, on-call responsibilities, and approved leave while ensuring compliance with program, institutional, and accreditation requirements.

• Monitors and manages changes due to absences, ACGME duty hour violations, or other staffing needs and specialty clinic operations. Communicates changes to residents and appropriate partners. 

• Maintains the Lakeshore Clinic precepting schedule and coordinates coverage for preceptors during planned and unplanned absences. 

• Manages learner files and program documentation and accreditation policy to ensure compliance with established and evolving standards. 

• Independently manages sick calls and mobilizes backup as needed during working hours. Determines appropriate lines of backup in accordance with compliance standards, staffing needs, and duty hours. Partners with services and clinics to coordinate coverage and ensure optimal staffing in all settings.  

• Track and coordinate leave requests including vacation, sick leave, parental leave, and educational leave, adjusting schedules as needed

• Reconciles rotation changes with expected payroll funding plan. Records accurate funding source for resident rotations in UCPath.

10

Yes

Human Resources Support

• Serves as point person for learners. Answers questions and disseminates program information around elective scheduling, leave planning, retreat and required educational components. Resolves ad hoc issues for program learners. Advises learners on planning, initiation, and completion of their studies. Partners with outside clinical sites and communicates clinical learning opportunities and curriculum requirements and effectively communicates information about learners’ choices. 

• Works with UCSF Human Resources to process and support resident leaves of absence. Records and reconciles leave in UCPath, HR systems, and program records while ensuring compliance with institutional policies.

• Supports resident onboarding and scheduling for required and elective rotation sites, including coordinating affiliation agreements and site-specific onboarding requirements. Collaborates with multiple rotation sites, subspecialty departments, and affiliated hospitals to confirm scheduling logistics and communicates schedule changes clearly and in a timely manner to all affected parties.

10

Yes

Program and Departmental Support

• Monitors and coordinates resident schedules to ensure protected time for program social events, recruitment conferences, and educational activities, including orientation, retreats, workshops, recruitment events, and graduation. Collaborates with clinical sites and program leadership to arrange adequate service coverage and communicates schedule adjustments to support resident participation.

• Participates in budget development and tracks expenses for the program and / or relevant health professions educational activities. Collaborates with program management on financial and budgetary issues within the program. Manages operations components of the program specific to the employment of learners, including FTE tracking, and specific rotation funding.

• Liaise between program administration and partner sites and stakeholders. Develops and maintains program communication resources, including maintaining email, address, and contact lists for partner sites and faculty. Develops and implements new approaches or methods for improving effective communication.

• Plan, pilot/test, implement, and/or execute workflow and/or communication projects to improve the practice of scheduling, in collaboration with clinical service coordinators, medical directors, and FCM leadership

• Provides operational support to the residency program by serving as a backup to residency administration for recruitment and selection activities, regulatory compliance, production of program materials, and other administrative duties as assigned. Assists with recruitment efforts throughout the annual selection cycle.

• Assist with onboarding of incoming residents including orientation scheduling and initial rotation assignments 

• Support program administration with additional projects as needed

20

Yes

FCM 110 clerkship

• Sends individual preceptors their annual summary feedback from students.

• Participates in FCM 110 clerkship team and attend relevant meetings.

• Collaboration with other clerkships on emerging issues as needed.

• Pull preceptor evaluations as needed for award nominations and promotion process. 

• Collects, organizes and prepares data for the submission of final FCM 110 student evaluations.

• Manages the Final Summary evaluation process (including May-start students), conducting extensive follow-up with individual preceptors to ensure timely completion of evaluations, tracking completion status, coordinating data, and preparing final evaluation materials.

100%

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training

• Minimum 3 years of related experience

• 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.
   

Preferred Qualifications:

• Demonstrated proficiency in team- and/or relationship-building, engagement, change management, conflict mediation / management, and/or related areas. 
• Thorough knowledge of relevant policies and regulatory requirements. Solid knowledge of health professions education program requirements. Thorough knowledge of health professions education industry.
• Thorough knowledge of educational software and platforms. Demonstrated ability to analyze and seek solutions to enhance the user experience.
• Experience in an academic and/or healthcare setting