UNIVERSITY OF CALIFORNIA, DAVIS
HEALTH SYSTEM
POSITION DESCRIPTION
A position description is used for recruitment, selection, employee training, employee evaluation purposes, and for determining correct
classification or grade level. It is maintained as an official record of the duties assigned to a position.
CLASSIFICATION UNIT USE ONLY
Cost Center Number
Approved Payroll Title
Title Code
Position Control Number
_________________________
_______________________
CBUC _____________ Date Reviewed ________________
Classifier ________________ Effective Date ______________
1. Name (Last, First, Middle Initial)
2. Current Payroll Title
TBA
3. Department
4. Work Location (Bldg & Room)
5. Phone Number
6. Supervisor
7. Supervisor's Payroll Title
8. Supervisor's Phone #
9. Department Head
10. Department Head's Payroll Title
11. Department Head's Phone #
12. Briefly describe the role of this position within the department.
The Office of Residency and Student Programs for the Department of ___________ provides training for _____
residents with ________ Chief Residents, and rotations for _________ non-UCDMC residents, and approximately
________fourth year medical students. This position provides long range planning, management and administration
for the __________ Residency and Student Programs offering rotations in _________ hospitals and ________
clinics located in the Sacramento area.
13. Special conditions of employment.
All health practitioners have mandatory reporting responsibilities when an adult (or a minor who meets special circumstances as described in
UCDMC Hospital P&P 1408) presents at UCDMC as an outpatient or inpatient from any source and if a person presents for treatment of injuries related
to domestic violence; or if one has knowledge of or observes a child who one knows or reasonably suspects is the victim of child abuse; or if one has
knowledge of, or reasonably suspects that an elder or a dependent adult is the victim of elder/dependent adult abuse.
Non-health practitioners who suspect that an individual is a victim of abuse as outlined above, are strongly encouraged to report their suspicions to a
health practitioner.
For additional special conditions of employment, please refer to the Guidelines for completing this section.
Must be able to work occasional overtime when required. Able to represent department at out of state conferences. Must maintain confidentiality,
and work in non-smoking area.
14. SIGNATURES
EMPLOYEE
I have read this position description and understand its contents.
___________________________________________________________________________________
_________________________
Name
Date
IMMEDIATE SUPERVISOR AND DEPARTMENT HEAD
This position description accurately describes the essential duties assigned to this position.
___________________________________________________________________________________
_________________________
Name
Date
(Supervisor)
___________________________________________________________________________________
_________________________
Name
Date
(Department Head)
15. Describe each essential function of this position in a separate paragraph. List the functions in descending order of importance. Using percentage of
not less than 5%, estimate the distribution of the total working time on an annual basis. Total percentage of time must add up to 100%, regardless of time
of appointment.
FUNCTION
%
Program Administration:
25%
 Manage day-to-day administrative functions of residency and student programs. Provide leadership for the
development and implementation of strategic plans.
 Serve as administrative manager to the Department's Residency Program Director, Assistant Program
Director(s), Chief Resident(s), residents, and visiting resident physicians.
 Recommend short and long-range goals to the Program Director by assessing program needs and identifying
fiscal and support services. Provide problem solving/solutions to many varied types of issues.
 Independently execute Program's business activities, including inventory, space adjustments, management of
resources and personnel.
 Supervise the production/distribution of annual and monthly call schedules, conference lists, orientation packets,
and course outlines.
 Provide orientation to new Chief Residents and Division Managers regarding residency/student affairs and
accreditation issues. Plan, develop, and coordinate orientation program for incoming and continuing residents.
 Supervise the organization, audio/visual needs, and catering for meetings, conferences, events, certificate
luncheons, and graduation dinners.
 Develop guidelines and ensure implementation of administration procedures involving or affecting residents and
students at UCDMC and all affiliated hospitals sites.
 Oversee solicitation and assessment of evaluations on residents, faculty, students, and rotations as they relate to
residency training.
 Provide direction, training, and oversight for residency/student training activities (including administrative,
educational, and financial issues) to Residency Coordinators at Residency Program Offices or GME Offices at
affiliate hospital training sites.
 Serve as principal administrative contact between Program Directors, Clinic Directors, Course Directors, and
Residency/Student Coordinators at UCDMC and all affiliated hospitals training sites.
 Responsible for day-to-day residency program administrative functions: completion of training verification
forms, vacation/sick leave, residency credentialing, licensure, scheduling USMLE and In-Training exams, and
processing new/continuing/separating allocation forms.
 Direct the development of courses descriptions and advise Program Director of need to update/change course
approval forms. Assure course grades are completed accurately and on time.
Personnel Management:
10%
 Determine staff needs, assign work, and supervise projects to completion, when applicable.
 Provide counseling and resource information regarding residency training and curricular programs to
professional/management staff at UCDMC and affiliated hospitals. Monitor adherence to University, ACGME,
and American Board policies and procedures.
 Prepare and develop position descriptions and performance standards for recruitment and reclassification.
Recruit, select, and train new employees, when applicable.
 Prepare merit evaluations for career employees, providing feedback on individual performances, when
applicable.
 Approve timecards, overtime and leave requests for staff, when applicable. Access workload problems,
acquiring temporary personnel when necessary.
 Provide and encourage educational/training opportunities for staff to further career development, when
applicable.
Resident Personnel Management
15%
 Work with Human Resources to ensure residents are paid on time and accurately. Supervise reporting of
vacation and sick leave balances for residents.
 Responsible for the first phase of Resident Selection process by screening resident applications and reviewing
for compliance to the Department Selection Guidelines.
 Responsible for final phase of Resident Selection process: preparation of rank list with direct submission to the
National Resident Matching Program (NRMP). Serve as member of Residency Selection Committee and
provide feedback regarding selection process and recommend/implement revisions as appropriate.
 In conjunction with the Program Director, develop plans for resolution of various confidential resident issues
15. Describe each essential function of this position in a separate paragraph. List the functions in descending order of importance. Using percentage of
not less than 5%, estimate the distribution of the total working time on an annual basis. Total percentage of time must add up to 100%, regardless of time
of appointment.
FUNCTION


%
(i.e. poor academic performance, behavioral problems, substance abuse, etc). Provide counseling/advice to
residents with problems/concerns related to program, rotations, or personal issues. Resolve issues
independently or notify the Program Director if appropriate.
Ensure proper promotional and marketing programs to attract outstanding students and residents to the Program
utilizing such tools as the web, medical journal advertisements and residency fairs. Comply with equal
opportunity/affirmative action guidelines.
Liaison with Risk Management on legal issues of residency/student training.
Training Program/Curricular Affairs
25%
 Responsible for the management of necessary forms for all courses and assurance that paperwork is processed in
a timely and accurate manner. Supervise production of course syllabi.
 Provide training to clerkship coordinators of department and act as department contact for foreign medical
students and visiting residents.
 Participate in decision-making process for overall unit planning and policy development.
 Serve as liaison to Graduate Medical Education and Human Resource departments, other residency training
program administrators across the country, and Department student coordinators.
 Compile and prepare accreditation reports/materials for submission to Accreditation Council of Graduate
Medical Education (ACGME) and American Boards when due. Ensure training programs meet all the
requirements set by the accreditation agencies.
 Develop and produce complex schedules assuring residents receive a wide range of training and meet RRC and
Board requirements.
 Report directly to Program Director on issues related to the education program. Provide assessment based upon
resident and rotation evaluations, accreditation regulations, and educational needs.
 Provide statistical analysis of residency recruitment trends, and make recommendations and implement changes
as necessary.
 Manage the scheduling of resident rotations ensuring that all required components of the curriculum, ACGME
and American Boards are met. Relate new policies or interpret existing policies in the education program to
faculty and residents.
 If applicable, manage the scheduling of residents to continuity clinics.
 Responsible for completing residency evaluation summaries for American Boards.
 Represent Department at national meeting (Association of Program Directors).
 Assure the scheduling of ACLS training for incoming residents.
 Oversee organization and management of CME activities complying with CME guidelines.
Fiscal Management:
15%
 Administer, manage and supervise budgetary control functions including tracking and verifying expenditures
and income for program funds.
 Review and authorize purchase requests for Program, and monitor orders to insure proper follow up.
 Approve/disapprove requests for use of Program funds. Advise Program Director on status of educational
accounts assuring management of funds within compliance of University regulations.
 Maintain office inventory and equipment for Program. Responsible for projection of anticipated equipment
purchases.
 Supervise preparation of travel vouchers, purchase orders requests, and entertainment expenses.
 Manage program funding for residency events. Implement procedures and monitor/track income and expenses.
Serve as liaison to donors, providing assistance and information regarding program events, and conferences.
 Recommend and advise Program Director of new opportunities to reduce costs.
 Advise Program Director of annual allocations for resident salaries. Ensure compliance of hospital and
accreditation rules and regulations.
 Forecast fiscal implications/impacts of policies planned or instituted, and recommend changes as appropriate.
Prepare related reports, as requested, identifying trends and productivity levels.
 Oversee submission of loan paperwork for residents.
 Supervise reporting of resident timecards at affiliate hospitals for accurate MediCare funding reimbursement.
 Oversee funding sources from affiliate hospitals regarding conference and graduation event reimbursements.
15. Describe each essential function of this position in a separate paragraph. List the functions in descending order of importance. Using percentage of
not less than 5%, estimate the distribution of the total working time on an annual basis. Total percentage of time must add up to 100%, regardless of time
of appointment.
FUNCTION

%
Prepare and process business contracts as needed for residency program events.
Computer Resource Administration:
10%
 Maintain Program's web pages, ensuring proper marketing/promotion of the residency/student training programs
for prospective applicants and student rotators.
 Provide computer resource help/guidance to residents, students, and staff on computer programs such as Word,
Excel, Access, and Powerpoint. Ensure that computers available to have the most up-to-date computer
software, both internal and external.
 Provide training to new users of the Electronic Residency Application System (ERAS), an Internet downloaded
database for residency applications. Responsible for installing program annually on Program Director, Chief
Residents, and staff workstations. Trouble shoot and problem solve when system is improperly working.
Innovate/create new filter-sorts and export/import data from ERAS to use in Access database when selected
residents join program.
 Oversee the ordering and repairs for computer equipment for Program office and Department's library.
 Department contact for upgrading educational programs on residency computers.
 Provide training to new users of the electronic evaluation system (E*Value). Responsible for
creating/developing evaluations for system, and educating users for department. If applicable, responsible for
training of fellowship coordinators for their fellow, faculty and rotation evaluations. Trouble shoot and problem
solve when system is improperly working. Innovate/create new and program reports.
 Develop and maintain program’s CRC web page, ensuring schedules, curricula, and important links are up-todate.
16. List in descending order of importance the skills, knowledge, and abilities necessary for successful performance of each essential function of this
position.
SKILLS, KNOWLEDGE, AND ABILITIES
%
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Management skills to plan, organize, and direct multiple simultaneous activities in Residency/Student Programs
at UCDMC, and affiliated hospital residency training sites.
Planning skills to analyze program goals and objectives to make accurate short- and long-term projections to
establish program needs and resource requirements; and to secure potential sources of funds and revenues to
meet those requirements.
Ability to coordinate Continuing Medical Education courses.
Ability to maintain confidentiality of academic and staff issues.
Ability to exercise authority and direct and motivate others. Planning, problem-solving and critical thinking
skills to anticipate, avert and resolve issues of staffing, scheduling and task allocations. Flexibility to maintain
continuity of programs while considering individual staff needs and goals.
Skill and ability to transform broad concepts into innovative ideas and strategic plans to achieve goals and
objectives.
Ability to make demonstrations to large groups of people.
Strong analytical skills to understand, interpret and communicate complex data from a wide variety of sources.
Knowledge of human resource management to recruit, selects, coach, train, evaluate, and discipline employees.
Ability to plan budgets, monitor expenditures, maintains accountability, and establishes audit trails.
Ability to anticipate, recognize, and analyze problems; devise and implement changes and solutions.
Demonstrated skills to work independently with little or no direction. Demonstrated ability to effectively
interpret policies and communicate to faculty, staff, residents, and students.
Thorough working knowledge of ACGME requirements, American Board requirements, University
administrative personnel policies and procedures, relevant collective bargaining agreements, affiliation
aggreements, affirmative action and health/safety guidelines.
Demonstrated skills to communicate efficiently and effectively (both orally and in writing) with all levels of
academic, administrative, clinical and staff personnel within the UCDHS, outside agencies and institutions.
Strong editing and proofing skills.
Ability to assess Program needs, both current and anticipated, and implement changes as appropriate, i.e.
staffing, resources, equipment, and space.
Demonstrated skill and ability to operate a computer with wide variety of databases. Ability to learn the
Electronic Residency Application System (ERAS) and E*value database.
Skill to direct the coordination of general and major capital equipment purchases.
Excellent interpersonal skills and ability to work effectively with a wide variety of people using tact and
diplomacy.
17. List positions supervised by this position:
Payroll Title
#FTE
TBA
18.
EMPLOYEE RESPONSIBILITY FOR CONFIDENTIALITY
Each UCDMC employee is responsible for adhering to the following requirements pertaining to confidentiality.
California law and University policy prohibit the unauthorized disclosure of any information regarding a patient's medical history, mental or
physical condition, or treatment without the express authorization of the patient or the patient's legal representative.
The unauthorized or improper disclosure of confidential work related information obtained from any source on any work related matter is a
violation of University policy. Improper or unauthorized disclosure of confidential information includes, but is not limited to, patient medical
information, financial information, and personnel data.
19.
EMPLOYEE RESPONSIBILITY FOR PATIENT ASSESSMENT, TREATMENT OR CARE
For those positions which have some responsibility for the assessment, treatment, or care of patients, list the age groups of those
served:
N/A
Infants (0 - 12 Months)
N/A
Adults (18 Years and Older)
N/A
Children (12 Months - 15 1/2 Years)
N/A
Geriatrics (65 Years and Older)
N/A
Adolescents (9-18 Years)
20.
patients
UCDMC AFFIRMATIVE ACTION PROGRAM
All supervisors and managers are responsible for actively supporting and implementing the UCD/UCDMC Affirmative Action Program by
demonstrating efforts to diversify staff in all selection and promotional opportunities; communicating program objectives to staff; establishing
and maintaining a bias-free work environment; and providing opportunities for staff to obtain further training and expertise which will
enhance the likelihood of upward mobility.
Non-supervisory staff are also responsible for demonstrating their commitment to the Affirmative Action Program. A measure of this
commitment is gaining knowledge and increasing sensitivity to the program itself and participating in activities that support UCDMC's total
diversity and Affirmative Action goals.
This position's responsibility to the Affirmative Action program is:
Ensure compliance with applicable policies and procedures in programs and activities of the UC Davis _________________ Residency & Student
Programs.
21.
EFFECTIVE COMMUNICATION
Effective communication is essential in the hospital environment. Each employee shall develop and foster open lines of communication both
within his/her department and throughout the hospital as deemed appropriate and necessary.
This position's responsibility to promoting effective communication is:
.
To facilitate the development of respectful work relationships and to enhance the ability of staff to work with a diverse workforce
22.
SAFETY
All supervisors and managers are responsible for preventing accidents, providing required safety training, and observing safety
and general safety requirements.
standards
Describe this position's responsibility for health and safety, beyond that noted above, by placing the appropriate response (D =
responsibility; R= Effectively recommends action; or N= No authority) in front of each of the following:
Direct
N
Must be familiar with and comply with specific and detailed safety procedures, such as biosafety and confined entry
requirement, radiation safety and biosafety protocols, asbestos removal procedures, specifics of Material Safety
Data Sheets, etc.
N
Must be able to appropriately fit and wear Personal Protective Equipment (PPE) such as TB masks, goggles, face
shields, gowns, gloves and protective safety equipment such as safety glasses and safety shoes.
N
Must participate in medical monitoring programs, including film badges, cholinesterase tests, bioassay tests,
tuberculosis tests, serum tests, etc.
N
Must participate in preventive medical programs, including immunizations, medical surveillance, and physical
examinations.