Health Professions Education Specialist 2-4 CX

Job Title	Health Professions Education Spec 2 CX	Health Professions Education Spec 3 CX	Health Professions Education Spec 4 CX
Job Code	4484	5186	5197
Bargaining Unit	CX	CX	CX
FLSA	Non-Exempt	Exempt	Exempt
Generic Scope	Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.	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.	Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.
Custom Scope	Applies acquired skills, process, and policy knowledge to support professional health education program learners. Coordinates program operations, which include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation. This title is bargaining unit only. There should never be an uncovered position.	Applies knowledge about curriculum, requirements and educational activities to coordinate professional health education programs. Coordinates and maintains program operations, which may include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Applies extensive knowledge of professional health education programs and policies to manage program administration and operations, which may include teaching and learning activities, program curriculum, learner scheduling, maintaining databases, tracking learner compliance, and program accreditation Participates in strategizing, planning, and implementation of substantial program improvements of large scope and high degrees of complexity. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.
Key Resp 01	Coordinates implementation of professional health educational activities, which may include program competencies, curriculum, and exams.	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.	Serves as subject matter expert on professional health education programs and educational activities. Leads the development and implementation of programmatic activities, which may include program competencies, curriculum, and exams. Serves as a liaison between all relevant stakeholders, which may include course chairs, program directors, department chairs, contractors, department administration, faculty, and learners.
Key Resp 02	Maintains program files and data, which may include individual learner files as well as program accreditation documentation in accordance with relevant regulatory and University policies.	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.	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. Uses data and analytics to identify, analyze, and resolve problems, which may be operational or educational.
Key Resp 03	Ensures administrative, financial and other program operations are compliant with accreditation standards, University policy, and other regulatory requirements. Prepares reports and follows up as necessary.	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.	Implements policies and procedures relevant to the educational program to maintain compliance with accreditation standards, University policy, and other regulatory requirements. Supports accreditation by analyzing programs to ensure compliance with accreditation standards and other regulatory requirements. Conducts audits monitoring for high-risk activities and recommends processes to ensure compliance.
Key Resp 04	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. Assists health professions education learners with all program-related issues and questions.	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.	Applies in-depth program curriculum expertise to advise all program learners on complex program requirements and facilitate decisions about their direction and schedules. May play an active role in learner remediation and advising.
Key Resp 05	Assists with logistics and coordination for program social events and / or educational activities, which may include recruitment; orientation; graduation; conferences; and simulation and / or other assessment activities.	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.	Coordinates all aspects of large scale, complex program social events and / or educational activities. Analyzes and establishes goals for activities and events regarding budgets, speakers, venue selection, partnerships, marketing strategies, and logistical requirements. Develops and maintains vendor relationships. Leads workshops and / or information sessions for learners, faculty, and staff.
Key Resp 06	At the direction of program faculty and leadership, creates learner assessment documentation, including assessment tools and assessment strategies / timelines. Generates regular reports of individual and aggregate learner progress and assessment.	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.	Develops and implements systems for learner assessment to and with program leadership. Ensures current programmatic and learner needs are met by assessing evaluation data trends; compiling and presenting data to program leadership; and actively leading and participating in continuous improvement efforts.
Key Resp 07	At the direction of program faculty and leadership, creates program and curricular evaluation documentation, including evaluation tools and strategies / timelines. Generates regular evaluation reports.	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.	Develops and implements systems for program and curricular evaluation with program leadership. Ensures current programmatic and learner needs are met by assessing evaluation data trends; compiling and presenting data to program leadership; and actively leading and participating in continuous improvement efforts.
Key Resp 08	Assists in projecting costs, monitoring budgets, and financial tracking for health professions education programs and related activities. May process and tracks learner reimbursements. Assists program management with financial tasks related to the program.	Participates in budget development and tracks expenses for the program and / or relevant health professions educational activities. Generates reports and recommends methods to reduce costs. Collaborates with program management on financial issues within the program.	Monitors budgets, approves program-related charges, and communicates significant changes as they occur to program management. Works with University finance colleagues to reconcile and close out health professions education budgets. Prepares internal reports for program management.
Key Resp 09	Fosters an environment of collaboration between various health professions education specialties and programs. Participates in program and / or departmental work groups, teams, task forces and committees to support ongoing health professions education program functions.	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 principal liaison between leadership and faculty, contractors, organizers, learners, and administrators with regards to all facets of the logistical operations support of the health professions education program. Functions as a lead to other health education professionals, providing direction and guidance and answering all questions.
Key Resp 10	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.	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.	Monitors program communications and collaborates with program leadership to develop and maintain a program communication and marketing strategy.
Key Resp 11	Assists program management with operational components specific to the employment of learners which may include human resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting.	Manages operational components of the program specific to the employment of learners which may include human resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting.	Manages operational components specific to the employment of learners which may include human resources onboarding; appointment paperwork; credentialing; managing training grants; payroll management (FTE tracking); benefits and leave advising; and Medicare reimbursement reporting. Develops and implements processes, guidelines, and / or systems within the program to improve efficiency and procedure.
Key Resp 12	Responds to inquiries from learners and faculty regarding educational technology and systems. Trouble shoots and triages issues. Assists in monitoring and reviewing the user experience.	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.	Evaluates the user experience of educational technologies to promote a wide range of teaching and learning goals. Facilitates educational technology opportunities. Coordinates and implements technology-based solutions. Measures outcomes.
Key Resp 13	Assists with a variety of projects to provide solutions to improve educational or administrative operations. May work with others to achieve project objectives.	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.	Develops and implements project proposals to achieve specifically designed results. May collaborate with other units to coordinate the effort involving a broad range of issues including problem identification, costs, benefits and options.
Education	Bachelor’s degree in related area and / or equivalent experience / training	Bachelor’s degree in related area and / or equivalent experience / training	Bachelor’s degree in related area and / or equivalent experience / training
Education		Master’s degree in related area preferred	Master’s degree in related area preferred
Special Condition	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
KSA 01	Basic knowledge of relevant policies and regulatory requirements. Basic knowledge of health professions education industry.	Thorough knowledge of relevant policies and regulatory requirements. Solid knowledge of health professions education program requirements. Thorough knowledge of health professions education industry.	Advanced knowledge relevant policies and regulatory requirements. Advanced knowledge of a health professions education program curriculum and requirements. Maintains a broad range of expertise in health professions education theory and industry best practices.
KSA 02	Basic knowledge of administrative analysis and operations research. Acquiring skills in developing and implementing processes and systems. Familiarity with the administrative and operational implications in a program.	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.	Advanced knowledge of administrative analysis and operations research. Demonstrated ability to apply knowledge and skills to develop and implement complex processes and systems improving program quality and efficiency and reducing cost.
KSA 03	Communication skills; includes verbal, written and active listening. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner.	Demonstrated experience and documented excellence in oral and written communications skills; includes active listening and critical thinking.	Excellent communicator; includes verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills. Ability to handle sensitive personal information with appropriate discretion and judgment.
KSA 04	Demonstrated interpersonal skills. Demonstrated ability to develop working relationships within department and with learners.	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.	Advanced interpersonal skills. Skills to work collaboratively coordinate and integrate with others throughout the organization. Successful experience working with people with a wide range of backgrounds and skills.
KSA 05	Excellent organizational skills, analytical, and demonstrated attention to detail. Ability to work with extremely complex faculty calendars / schedules requires extremely well organized and detail-oriented precision.	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.	Advanced organizational and project management skills. Ability to lead a team, prioritize personal and team tasks and see projects through from inception to completion on schedule. Advanced personal organization skills and ability to apply to administration of the entire program including organizing critical files for compliance.
KSA 06	Knowledge of educational technology and systems. Ability to troubleshoot and triages related technology issues.	Thorough knowledge of educational software and platforms. Demonstrated ability to analyze and seek solutions to enhance the user experience.	In-depth knowledge of educational software and technologies to promote a wide range of teaching and learning goals.
KSA 07	Investigative, data analysis, and reporting skills. Ability to generate computer reports, checking for errors, correcting and submitting accurate reports. Skills include entering, maintaining, extracting, and analyzing data in electronic systems.	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.	In-depth knowledge of data management, documentation methods used in investigating and presenting findings about the program.