Data & Evaluation Coordinator

%

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, resident performance, and other data into usable information for residency leadership, faculty, and other stakeholders.
• Provide consultation, training, and technical guidance to residents, faculty, and staff on MedHub and other educational systems; independently troubleshoot system and workflow issues, develop solutions, and escalate complex technical matters as appropriate.
• Maintain graduate and alumni data and manage training-verification processes; evaluate existing workflows and implement improvements to promote efficiency and data integrity.

15

YES

Resident Licensing, Enrollment, and Regulatory Application Management

• Manage the end-to-end resident licensing, enrollment, and regulatory application process, including PTL, DEA, P&S licensure, Medi-Cal PAVE, PECOS, CURES, and EPCS requirements, as applicable by resident and PGY level.
• Develop and manage annual application timelines and workflows, accounting for regulatory requirements, agency processing times, training schedules, and clinical eligibility; coordinate application activities with residents, faculty, residency administration, and institutional partners to ensure timely completion.
• Serve as the primary administrative resource for resident licensing and enrollment, providing guidance on requirements, independently troubleshooting application issues and barriers, and coordinating resolution or escalation of complex matters as appropriate.
• Develop and maintain tracking processes to monitor resident compliance and application status, proactively identifying outstanding requirements, delays, and potential barriers to clinical eligibility and implementing appropriate follow-up and solutions.
• Maintain current knowledge of evolving licensing and enrollment requirements, assess their operational impact, and develop and implement updates to program procedures, timelines, tracking systems, and resources to maintain compliance and improve process effectiveness.

10

YES

Resident Recruitment, Selection and Process Improvement

• Coordinate and manage assigned components of the annual resident recruitment and selection process in collaboration with the Program Director, Selection Committee, residency administration, faculty, Patient Advisory Council (PAC), and other stakeholders.
• Serve as the primary administrative liaison for PAC participation in resident selection, coordinating stakeholder engagement and feedback processes; develop and analyze surveys, synthesize findings, and provide recommendations to inform recruitment and selection activities.
• Develop and manage applicant data and selection tracking systems, ensuring accurate and timely data collection; analyze and prepare applicant data, reports, surveys, and related materials to support Selection Committee and PAC review and decision-making.
• Evaluate and improve recruitment and selection processes, identifying operational gaps, stakeholder needs, and opportunities for improvement; develop and implement process changes and maintain procedures, timelines, guidance, and resources as program needs evolve.

5

YES

Residency Program Support:

• Provide operational backup and cross-coverage for residency administration, independently managing established program processes and resolving routine operational issues to ensure continuity of essential program functions.
• Coordinate assigned components of key annual residency activities and educational events, including ALSO training, ITE administration, and other major program activities.
• Partner with the Department Director of Communications to manage, maintain, and improve residency web content and online resources, ensuring information is accurate, current, accessible, and aligned with evolving program needs and requirements.
• Contribute to residency initiatives and special projects by identifying operational needs, researching or evaluating potential solutions, and implementing process improvements within assigned areas of responsibility.

100%