Data & Evaluation Coordinator
UC San Francisco (UCSF) · San Francisco, California, United States
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:
Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.
Custom Scope:
The UCSF Department of Family and Community Medicine at Zuckerberg San Francisco General Hospital is seeking a Data and Evaluation Coordinator to support the administration, evaluation, and continuous improvement of its residency program. The position independently manages key program functions related to residency evaluation, educational systems and data, regulatory compliance, and assigned recruitment and selection activities.
The position oversees the development and implementation of residency evaluation processes and systems; ensures accurate and reliable collection, management, and reporting of program data; and monitors compliance with ACGME, institutional, and other applicable requirements. The incumbent integrates and analyzes data across multiple program systems to support resident assessment, accreditation and regulatory reporting, program evaluation, quality improvement, and leadership decision-making.
Working closely with program leadership, faculty, residents, and institutional partners, the incumbent identifies operational gaps and opportunities for improvement and develops and implements solutions to strengthen program processes and systems. The position also provides technical expertise and guidance related to educational systems and data management and supports resident licensing and enrollment, recruitment and selection, and other residency program operations.
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, Lakeside) 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 Family Medicine Residency Program, the Department has affiliated residency programs in Fresno, Salinas, Santa Rosa, Kaiser Vallejo, Santa Rosa, 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 Department’s Mission is to improve health through excellence and innovation in patient care, education, research, advocacy, and community empowerment. We are dedicated to building a just and equitable society, recognizing that health and illness are shaped by the contexts of people’s lives. To accomplish our mission, we:
- Provide comprehensive care built on trusting and healing relationships with individuals, families, and communities.
- Educate learners in the principles and practices of family and community medicine, emphasizing the interconnectedness of people and systems.
- Advance and apply knowledge in patient care, population health, community engagement, and public policy.
- Promote a culture of inclusion, mutual support, and meaningful work.
%
of time
Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
25
YES
Development, Oversight, and Management of Residency Program Evaluation
- Manage the development, coordination, and implementation of residency program data collection and evaluation processes, collaborating closely with the Program Director, Evaluation Director, and faculty to ensure evaluation activities meet program needs and established requirements.
- Lead ongoing evaluation process improvement by researching best practices, identifying gaps and opportunities, and developing and implementing recommendations in collaboration with program leadership and faculty.
- Manage the residency program evaluation system, including developing, assigning, scheduling, and maintaining evaluations of residents, faculty, and the program through MedHub, Qualtrics, Smartsheet, and other applications.
- Oversee evaluation, training module, and work-hour compliance, proactively monitoring completion, communicating requirements and deadlines, following up on outstanding items, and escalating issues as appropriate.
- Compile, analyze, and prepare regular evaluation reports and data for the Program Director, Evaluation Chair, Education and Rotation Chairs, residents, faculty, Human Resources, and other stakeholders to support assessment, decision-making, and continuous program improvement.
25
YES
Management of ACGME Mandated Evaluation Committees and Routine Reporting
- Manage CCC and PEC activities in partnership with the CCC Chair and Associate Program Director, coordinating 10–15 Clinical Competency Committee (CCC) and 3–4 Program Evaluation Committee (PEC) meetings annually, including data preparation and review, meeting administration, documentation, and follow-up.
- Prepare biannual Resident Progress Reports incorporating milestones, clinic metrics, scholarly activity, ITE scores, and other performance measures; compile and distribute CCC recommendations and relevant performance information to residents and faculty advisors.
- Analyze residency program data across both training tracks to identify trends, gaps, and areas requiring programmatic attention; develop and analyze the annual internal program survey and faculty feedback reporting, and synthesize findings for PEC and program leadership to inform program evaluation and improvement.
- Coordinate resident linkage reviews each block, preparing relevant data and facilitating resident and continuity faculty review of resident progression through established levels of autonomy.
- Manage routine evaluation, committee, and regulatory reporting cycles, coordinating PEC, CCC, faculty feedback, and other required timelines and preparing ACGME Accreditation Data System and related reports for institutional and national regulatory requirements.
20
YES
Educational Systems, Data Management, and Program Analysis
- Manage and optimize residency educational systems and online resources, including MedHub and related platforms; analyze workflows and user experience, identify operational gaps and inefficiencies, and develop and implement solutions to improve system effectiveness.
- Develop and maintain data-management processes and standards to ensure the accuracy, completeness, consistency, security, and accessibility of resident, faculty, graduate, and program data across educational systems and tracking tools.
- Integrate and analyze data across multiple program systems and sources to identify trends, answer programmatic questions, and support residency leadership in planning, quality improvement, accreditation, grant reporting, and decision-making.
- Develop recurring and ad hoc reports and data tools that translate program, clinical quality, resi