Medical Education Program Assistant

F_TEP-Campus Employees

Temporary Employment

85931BR

Job Summary

Employment Duration: 4 months

About UCSF Fresno Undergraduate Medical Education (UME)

UCSF Fresno is a regional campus of the UCSF School of Medicine, located in California's Central Valley. The Department of Undergraduate Medical Education (UME) oversees all health professions education programs for the regional campus, supporting over 100 third-year UCSF medical students and 300+ visiting fourth-year students annually. Our office ensures the highest quality learning environment with a strong commitment to diversity and UCSF's PRIDE values.

The Undergraduate Program Assistant (AAIII) is a key administrative role supporting the Assistant Dean of UME, two managers, and the Director of the PRIME program. This individual will manage front office operations, student support services, financial processes, and administrative tasks to ensure smooth operations. The role requires professionalism, efficiency, and the ability to multitask in a dynamic academic environment.

Key Responsibilities:

Front Office & Administrative Support

• Receive and direct calls, distribute correspondence, and maintain files.
• Provide logistical support for meetings/events (room booking, catering, setup).
• Order supplies for staff and students; maintain student resource room.
• Process invoices, payments, and expense reimbursements (Bear Buy, MyExpense).
• Maintain program website, department Wiki, and communication resources.
• Support onboarding of new staff members.

Student Support

• Prepare onboarding materials (badges, parking, pagers, orientation folders).
• Coordinate student orientations, check-ins/outs, and course evaluations.
• Prepare tuition & fee invoices, process payments, and track student accounts.
• Facilitate affiliation agreements per LCME guidelines.
• Maintain student records, logs, and photo rosters.
• Ensure compliance with HIPAA, infection control, and confidentiality protocols.

Department & Leadership Support

• Provide administrative support to Assistant Dean, managers, and program director.
• Manage calendars, draft correspondence, and coordinate travel.
• Record minutes for UME Committee meetings and prepare related reports.
• Assist with event planning and community/student engagement activities.

General Support:

• Provide coverage during staff absences.
• Attend UME staff meetings and support cross-team needs.
• Represent the department with professionalism and UCSF PRIDE values.

Department Description

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Required Qualifications

• High school diploma/GED and 4 years of related administrative experience, or equivalent education/experience.
• Proficiency in Microsoft Office Suite, Zoom/Teams, Outlook, and database tools.
• Strong interpersonal, organizational, and communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Experience exercising discretion and judgment while supporting senior leadership.

Preferred Qualifications

• Prior experience in a healthcare, academic, or medical education setting.
• Familiarity with UC systems (Bear Buy, MyExpense, CACTUS).
• Knowledge of UCSF Fresno's Medical Education Program.
• Ability to carry/push/pull up to 20 lbs.

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Organization

TEP

Job Code and Payroll Title

004722 BLANK AST 3

Job Category

Administrative Support, Support Services, Temporary Employment

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Employee Class

Temporary Employment

Percentage

100%

Location

Fresno, CA

Work Style

Fully On-Site

Shift

Days

Shift Length

8 Hours