Academic/Clinical Program Associate - Radiology (Hybrid)

UIOWA•Iowa City, IA

10d•Hybrid

About The Position

The University of Iowa Health Care Department of Radiology seeks a Program Associate to provide program development, management, communication, and administrative support for the Interventional Radiology Division and other non-accredited training programs. The position also supports the Diagnostic Radiology Residency Program as needed and serves as a liaison for residency and fellowship programs across UI Health Care and affiliated training locations. As part of the Radiology Education Program, the associate coordinates fellowship and residency activities and supports operations, communication, and compliance within the Graduate Medical Education system. The role works closely with residents, fellows, Program Directors, the central GME Office, and external partners. The position is based in Iowa City, Iowa, and is eligible for a hybrid arrangement within Iowa after an initial training period. Hybrid work eligibility requires at least six months in the position, completion of training, and performance meeting or exceeding expectations; a work arrangement form is required, and arrangements are reviewed annually. The position is salaried, 100% time, Monday through Friday, 7:30 a.m. to 3:30 p.m., and is classified at Pay Grade 3A. The University of Iowa Health Care is an academic medical center and regional referral center. Its stated mission is “Changing Medicine. Changing Lives.”

Requirements

Bachelor’s degree in Business Administration or a related field, or an equivalent combination of education and experience.
Three to five years of related academic program management experience and administrative support.
Experience with continual process and quality improvement.
Experience managing multiple tasks simultaneously.
Experience providing customer service in an academic environment.
Demonstrated proficiency in Microsoft 365 Suite, including Word, Excel, and Access.
Excellent written, oral, and interpersonal communication skills.
Applicants must upload a resume and cover letter addressing how they meet the required and desired qualifications.
Successful candidates must self-disclose conviction history and will be subject to a criminal background check.

Nice To Haves

Experience with event coordination.
Experience coordinating educational programs.
Experience training others and documenting work processes.
Experience working with EPIC software or systems.
Knowledge of Institutional and Program Requirements for the Accreditation Council for Graduate Medical Education, the American Board of Radiology, and program-specific requirements such as NRMP and ACGME recruitment procedures and requirements.
Knowledge of Radiology terminology.
Knowledge of UI Procurement Services.
Knowledge of University of Iowa policies, procedures, and regulations.

Responsibilities

Maintain effective working relationships with and serve as the primary contact for Radiology Faculty Program Directors of the IRI and DR/IR training programs in the IR section.
Coordinate administrative and fiscal duties for GME education programs and support compliance with UI Health Care and national guidelines, including ABR and ACGME requirements.
Provide autonomous training-program support and coordination, including complex scheduling for program directors and senior administrators.
Schedule GME program appointments and meetings, resolve calendar conflicts, coordinate internal and external meetings, arrange rooms, and send meeting planners and reminders.
Reconcile monthly purchasing-card statements and initiate purchasing requests and supply orders for training programs and teaching faculty.
Maintain expenditure records for training program accounts, assign appropriate MFKs, order educational materials, track trainee presentations, and coordinate lectureships.
Attend monthly GME academic program coordinator meetings and weekly Radiology GME administrative meetings.
Liaise with program coordinators within the department, UI Health Care, and external affiliates.
Advise prospective IRI and DR/IR applicants on eligibility, applications, and interviews; manage applications and schedule interviews; and assist with other trainee interview days.
Manage virtual engagement for applicants, interviewees, and future fellows, including webpages, content, videos, and virtual tours.
Coordinate visa and credentialing processes with UI immigration, the GME Office, and the CSO Office.
Organize trainee communications and onboarding with Radiology Human Resources staff and plan and present orientation sessions as needed.
Follow University of Iowa, Carver College of Medicine, and Department of Radiology policies and procedures.
Request trainee contracts, including new contracts, modifications, extensions, promotions, and terminations.
Advise international medical graduate fellows on documentation for the ABR four-year alternate pathway, explain policies, and maintain accurate pathway-progress records.
Develop and maintain program materials, including travel policies, evaluation plans, and program descriptions.
Manage required resident and fellow examinations, including scheduling, assignments, completion follow-up, evaluation reports, and troubleshooting.
Monitor completion of evaluations and follow up with faculty and house staff on required forms.
Monitor work-hour compliance and follow up on required submissions to GME.
Monitor compliance requirements, including ACLS, BLS, and preliminary training, and follow up with house staff on required forms and completion.
Maintain and renew departmental faculty licenses required for practice and teaching.
Ensure compliance with departmental and university travel guidelines; arrange travel for IR faculty, residents, and fellows, including hotels, conference registrations, airfare, and motor pool requisitions.
Reserve rooms and manage conference and shared-room schedules; assist faculty with coordinating meetings for the IRI and DR/IR training programs.
Provide administrative support for IR-section administrative and faculty meetings, including preparing and distributing agendas and minutes.
Use discretion and judgment when handling confidential information, following FERPA and patient-information guidelines.
Collect and compile information for reports and communications, conduct information searches, and apply knowledge of assigned and related work areas.
Design specialized reports, spreadsheets, and presentations; create, maintain, and update records and databases for departmental activities.
Provide faculty administrative support in the IR section as needed.