Job Summary:

The UCSF School of Dentistry Education Programs Administrator oversees and manages the admissions process for our DDS/PhD program, the Cell and Tissue Biology PhD program, and the Research Fellowship Program. This role serves as the primary point of contact for DDS/PhD applicants, guiding them through application requirements, deadlines, interviews, and onboarding. Responsibilities include reviewing application materials for completeness, scheduling interviews and assessments, maintaining accurate applicant records, and collaborating with faculty, admissions committees, and administrative staff to ensure a smooth and efficient admissions workflow.

The Education Programs Administrator also supports the Oral and Craniofacial Sciences PhD and DDS/PhD programs with direct educational administrative support, student advising, and other functions. The Program Administrator also supports the Student Research Fellowship program and its learners and events and works directly with the Associate Dean of Education on special projects and educational initiatives at both the predoctoral and doctoral levels.

Department Description:

SCHOOL OF DENTISTRY

MISSION: Advancing health through excellence in patient care, education and discovery.

VISION: To be the preeminent innovator in oral and craniofacial health worldwide.

VALUES: Through our values, we demonstrate LEADERSHIP in all that we do.

Leadership, Excellence, Accountability, Diversity, Engagement, Respect, Social responsibility, Honesty, Innovation, and Partnership.

The School is committed to providing outstanding, integrated patient-centered care, preparing the next generation of clinicians and scientists for a rapidly evolving health care system, leading the world in scientific discovery and its translation into improved patient care and public health, creating and maintaining a supportive work and learning environment that attracts the best faculty, staff, students and trainees who can meet the changing needs of the School, society and profession, and optimizing resources to support strategic objectives and maximize stakeholder value.

We provide comprehensive oral health care services with over 120,000 patient visits per year. We offer a four-year DDS program as well as a two-year program for international dentists that culminate in the DDS degree. We have numerous specialty residencies, PhD and Master’s degree programs in Oral and Craniofacial Sciences, a combined DDS-PhD program, and a combined PhD-dental specialty training program. Other graduate programs include Craniofacial and Mesenchymal Biology and Bioengineering, and a DDS/MBA program. The School is one of the preeminent oral and craniofacial research enterprises in the world, ranking number one in National Institute of Health funding for 24 consecutive years.

30		Works with program managers and / or faculty to meet the educational needs of program learners through collaborative development and implementation of programmatic activities, which may include program competencies, curriculum, and exams. DDS Program, DDS/PhD Program, PhD Program, Student Research Fellowship Program, other programs as assigned Participates in planning academic curriculum in collaboration with program directors, deans, and/or faculty, and with other departments, to ensure student's progress through course sequences, avoid conflicts, and ensure compliance with organization-wide policies. Evaluates information from student and instructor interactions to make recommendations for improvements to the program curriculum, course elements, or internal processes related to program execution.
5		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. Maintains meticulous learner records, including those involving assessment, learner progress, and so on. Maintains all necessary files and data that are required for application and/or compliance with requirements of existing program funding mechanisms.
5		Monitors learner files as well as program documentation and policy to ensure compliance with established and evolving standards. Develops and maintains program processes for documentation to meet regulatory requirements. DDS/PhD Program, CTB PhD Program, Student Research Fellowship Program, and other programs as assigned Determines barriers, distractions, and complications affecting a student's academic success, helps students recognize these key non-academic issues, and makes appropriate referrals for additional therapeutic counseling and / or assistance from other units. Advocates on behalf of students when necessary
10		Serves as point person for learners, which may include prospective health professions education program candidates; current health professions education learners; and all other stakeholders. Answers questions and disseminates program information. Resolves ad hoc issues relative to program learners. Advises learners on planning, initiation, and completion of their studies. Communicates clinical learning opportunities and curriculum requirements and effectively communicates information about learners' program choices. DDS/PhD, OCS PhD, Student Research Fellowship Program, other programs as assigned Serves as the primary point of contact for applicants, answering inquiries regarding admissions requirements, deadlines, and program details. Guides applicants through the admissions process, including troubleshooting application issues and providing clear instructions for submission. Ensures compliance with all relevant CODA and UCSF requirements and best practices. Fosters a culture of success and belonging by helping specialty program learners access UCSF resources and actively engage in the SOD community
10		Plans, executes the logistics, and monitors budgets for program social events and / or educational activities, which may include recruitment; orientation; graduation; conferences; and simulation and / or other assessment activities. May lead workshops and / or information sessions for learners, faculty, and staff. Collaborates with event-planning and execution for major SOD events (DDS Interview Days, Research & Clinical Excellence Day, PG Orientation Day, etc.) Produces special and annual reports, and program evaluations In collaboration with Dean’s Office finance team, ensures corrects funding is applied to GSRs on a monthly basis Supports other school programs as needed.
10		Collaborates with program faculty and leadership to develop learner assessment documentation; including assessment tools and assessment strategies / timelines. Implements learner assessment strategies and ensure compliance with deadlines. Analyzes learner performance, curriculum effectiveness, and impact of rotation experience and other educational activities. Provides summary reports of evaluations to program leadership. Collect and analyze program evaluation data Assist in Accreditation self-study Reports educational outcomes
10		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. Identifying recurring learner concerns Recommending process changes to improve learner experience
10		Liaise between program and / or departmental administration and University stakeholders. Develops new approaches or methods for maintaining effective communication. Participates in campus-wide committees. Serves as a liaison among departments, faculty, learners, and campus stakeholders. Participates in committees and working groups Develops and maintains program communication resources, which may include maintaining the program website to ensure updated information and program requirements; generating informational brochures; creating and updating program or course syllabi; assisting with journal submissions; manage program marketing and collateral production; and maintaining email and address lists. Implements new ideas on ways to improve program communication. Provides updates for website content Updates brochures, syllabi, mailing lists Supports marketing and outreach efforts
10		Analyzes the user experience of educational technologies to optimize the teaching and learning environment. Capitalizes on opportunities to more efficiently and effectively administer educational software and platforms. Seeks solutions to enhance the user experience. Supports Canvas or assessment platforms Troubshoots system workflows Identifies technology improvements Analyzes a wide range of educational issues and applies project management principles and practices to achieve results in academic setting. May work with matrixed teams of professionals and key stakeholders to deliver effective results. Leads education projects as assigned Coordinates cross-functional initiatives Manages timelines and deliverables Other duties as assigned

Required Qualifications:

Bachelor's degree in related area and / or equivalent experience / training
3+ years of related work experience
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 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
Thorough knowledge of educational software and platforms. Demonstrated ability to analyze and seek solutions to enhance the user experience
Thorough 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

Preferred Qualifications:

Master's degree in related area preferred
Prior experience in dental/medical programs

HEALTH PROFNS EDUC SPEC 3

Job Description

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